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Begin an instance of a Process by starting a Case of that Process.
Ensure that you are logged on to ProcessMaker Platform.
Click the +Case button from the top menu. The New Case screen will appear, displaying processes for which you are authorized to start a new case.
The process list is organized into categories within your organization to facilitate easy navigation for users. For instance, processes related to Finance, Human Resources, and Customer Success departments can be grouped into their respective categories.
Do one of the following to start a case:
Click the Start button to start a Case for the selected Process. A Case is one occurrence of a Process.
From the Search field, enter text to filter the list of Processes, and then click the Start button to start a Case for the selected Process.
The New Case screen displays active Processes only. Processes that are of either disabled or archived do not display in the New Case screen. If a Process is not visible, ensure the following:
The logged on user has start permissions through a Start Event element in that Process.
Ensure that the Status setting in the Process configuration is set to Active.
Ensure that a Process Manager has been selected in the process configuration.
If there are no active Processes or you are not authorized to start a Case for a Process, the following message displays: Please visit the Processes page and click on +Process to get started.
Web Entry provides a seamless and straightforward method for initiating or completing cases, catering to both anonymous and authenticated users. This feature allows external users to start and work on cases through a link without the need to access the ProcessMaker Platform dashboard.
Follow these steps to start a case using a Web Entry:
Ensure that you have a Web Entry URL for your process. To enable Web Entry for a process, see Web Entry Panel Settings.
Open a new browser window, paste the URL and press the Enter
key.
When using an authenticate Web Entry URL, you will be asked to enter user credentials.
For a non-authenticated URL, the form for the first task in the process will display.
Complete and submit the form to start a case.
The following video demonstrates how to start a Case using the RESTful API.
Learn how to make requests of others and respond to requests made of you.
In ProcessMaker Platform, a "Request" is a single occurrence of a Process. A Request is more than just starting a Process. A Request is the workflow routing of one incident of a Process. A Request may be initiated by a user or triggered automatically by other means, such as a Sub-Process or a Signal, for example.
This is called a “Request” because many Processes begin with a request for an approval or a decision. Below are a few examples:
Request approval for a budget.
Request a leave of absence for next week.
Request to purchase office supplies.
To enable more effective analysis of business processes, users can now monitor cases. A case is created each time a user starts a process and can have one or more requests. It serves as a logical grouping for related requests within a workflow. For simple processes, one case will consist of just one request. Complex processes built with additional components, such as sub-processes, may generate additional requests for the same case.
This feature enables a more comprehensive understanding of process analytics, especially in complex workflows with sub-processes or additional elements.
Request Initialization: When a user initiates a request, the system checks if it has an existing case number. If a case number exists, the request associates with that case.
Case Assignment: Requests initiated without a case number are automatically assigned one. This case number is propagated to subsequent requests during the execution of the process. A new case is created for any request that was not generated by another request.
Sub-Requests: If a request triggers additional requests through subprocesses, data connectors, PM Blocks, or signals to related processes, they will inherit the original case number. This prevents the case counter from counting them separately, as they are logically part of the same workflow.
A case may be started in any of the following ways:
Using the Start This Process button from Process Launchpad.
Using a Start Timer Event element or a Conditional Start Event element.
Using a Web Entry link.
However, a case is not created for the following events:
A new case is not generated for a sub-process started from a parent request.
A new case is not generated for a request initiated from a data connector or PM Block triggered from a parent request.
A new case is not generated for any request initiated from a signal start event triggered by another process.
Watch the following product tour to learn how to start and manage a case.
The title of a case can be customized to display relevant information about the case. Watch the following product tour to learn how to configure a case title or click here for more information.
View the status of Requests you've started.
The My Requests page displays all Requests you started. Request information displays in tabular format.
Follow these steps to view all Requests that you started:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu to view the My Requests page.
Following is an example of the My Requests page that displays Requests the logged on user has started.
The My Requests page displays the following information in tabular format:
Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Case based on Request variable values for that Case. Process Managers specify which Request variables to reference from that Process's configuration.
Process: The Process column displays the Process name associated with the Request.
Task: The Task column displays the name of the in-progress and completed Tasks to date in that Request. Tasks display in this column from top to bottom in chronological order of assignment. The Task assignee may click on that Task to view it. Other users not assigned that Task receive a message that they are not authorized to view that content.
Participants: The Participants column displays each Request participant's avatar and full name. Avatars display in this column from top to bottom the chronological order in which those users participated in that Request.
Status: The Status column displays the status of the Request. It displays In Progress.
Started: The Started column displays the date and time you started the Request. 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.
Completed: The Completed column displays the date and time the Request was completed. If the Request is not completed, this field displays no value for that Request. 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 ProcessMaker Query Language (PMQL) to compose a search for Requests.
Follow these guidelines to do an advanced search for a Request using PMQL:
View one of the following Requests pages:
Go to the search bar on the Requests page you are viewing.
In the PMQL setting next to the magnifying glass icon, enter your PMQL parameters that compose your advanced search. See Request
Data Type PMQL Properties.
Press the Enter keyboard. If there is no search criteria in the PMQL setting when the Enter keyboard is clicked, all requests display.
If there are no Requests in this tab, the following message displays: No Results.
Control how tabular information displays, including how to sort columns or how many items display per page.
Cancel a Request if you are granted to do so.
You can cancel a Request in the following circumstances:
The Process associated with a Request is configured to allow you or the group of which you are a member to cancel Requests for that Process.
Any Administrator can cancel a Request associated with any active Process.
Follow these steps to cancel a Request:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu to see in-progress requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Note: If your user account or group doesn't have permission to cancel Requests, then the Cancel Request button does not display.
Click Cancel Request. A message displays to confirm that you want to cancel the Request.
Click Confirm to cancel the Request.
Canceled Requests display in the All Requests page. Note that your user account must have the Requests: View All Requests permission to view the All Requests tab.
View and send comments to Requests.
Comments allow Request participants to solicit and provide feedback on business decisions throughout a Request:
Post Request comments: Post comments to the currently displayed Request. All Request participants see that comment. Write and preview comments using rich text features including but not limited to text styles, images, hyperlinks, and lists. The commenting editor uses Markdown syntax.
After sending the comment with tagged users, those users receive a notification of the comment they were tagged within, and then may select that notification to view that Request comment. Selecting a notification for a tagged comment opens that Request with the tagged comment. If the tagged user is not a Request participant prior to being tagged in a Request comment, that user becomes a Request participant only for that Request.
Use a Markdown syntax quick guide for the most commonly used Markdown syntax.
Follow these steps to view posted comments to a Request:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu to see in-progress requests.
From the top, click one of the following Requests tiles:
Click the Case # or Case Title column link to view tasks for the case.
Each posted comment contains the following information:
Avatar and Name: The user's avatar identifies the sender of each comment. Next to the user's avatar is the person's full name. Click the user's avatar to go to the User Information window.
Task Name: The task name where a user is acting.
Comment: The posted comment appears below the preceding information and may include tagged users. If a comment is a reply, the original comment is highlighted in blue above it.
Datetime: The datetime displays when the comment was posted. The time zone is determined by the Time Zone setting of the ProcessMaker Platform instance or the user's profile.
Follow these steps to post or reply to a Request comment:
Do one of the following:
Post a new Request comment: View the end of the Comments section to locate the Add a comment... field to write and post a new comment to that Request.
From the Add a comment field, enter your Request comment. In the commenting editor, optionally you can use Markdown syntax. Use a Markdown syntax quick guide for the most commonly used Markdown syntax. Follow these guidelines:
Text styles, including bold, italics, strikethrough, and code styles: Follow Markdown syntax in the commenting editor. Place your cursor between the Markdown syntax, and then write your text to display in that text style. For example, enter four asterisks in the commenting editor: two asterisks to precede your text and two to follow your text since bold-style text in Markdown syntax requires two asterisks both preceding and following text for that style.
Tag users in a Request comment: Precede a user's username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. Upon using the @
symbol and then typing the initial letters of the user to tag, those users that match those initial letters display for selection. After sending the comment with tagged users, those users receive a notification of the comment they were tagged within, and then may select that notification to view that Request comment. Selecting a notification for a tagged comment opens that Request summary that contains the tagged comment. If the tagged user is not a Request participant prior to being tagged in a Request comment, that user becomes a Request participant only for that Request.
Do one of the following to post the comment, otherwise, click Cancel to cancel the comment:
Click the Comment button if you are posting a new comment.
Click the Reply button if you are replying to a comment.
Request participants may edit their own comments, but not those posted by others.
Follow these steps to edit one of your Request comments:
Locate your posted Request comment to edit.
Click the Edit button. The edited comment posts. Otherwise, click Cancel.
Request participants may delete their own comments, but not those posted by others. If the comment being deleted has replies, then its replies are also deleted.
Follow these steps to delete one of your Request comments:
Locate your posted Request comment to delete.
Click Confirm and the comment is deleted from the list of posted comments.
Follow these steps to refresh Request comments if any user made a new comment while using the Comments feature:
On the bottom right of the Comments section, click the Refresh button. New comments or replies from other users display in the Comments panel.
View all your assigned Tasks.
Follow these steps to view all Tasks in a request:
Click the Requests option from the top menu to see requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Click the Tasks tab to view the currently active tasks in the request.
The Tasks tab displays if requests are In-Progress, Canceled, or in Error state.
Click on a tab below to view the Tasks tab for each status type that uses it.
The Tasks tab displays the following information in tabular format:
#: The # column displays the Task ID associated with its Process. Each time that Task is assigned to a Request participant, the ID for that Task increments by one.
Task: The Task column displays the name of each Task to be completed for the selected Request for all Request participants. If a Task is assigned to you, a hyperlink displays in the Task name.
Assigned: The Assigned column displays the username's avatar to whom the Task is assigned. Hover your cursor over a user's avatar to view that person's full name.
Below the tabular information summarizing the Request displays that Request's history: all Request actions to that time in chronological order. The oldest Request actions display at the top of the Request history.
The following information displays about each action in the Request history:
Request participant: The Request participant who performed the action is represented by his or her avatar. Hover your cursor over a user's avatar to view that person's full name. If the system performed an action by running a Script or other automated function, that action is represented by "S" avatar.
Description of the action: To the right of when the Request action occurred displays a description of that action. The system generates this action description.
View a Request's details.
Details of a request display the current status of the request, names of request participants, and the option to cancel or rollback a request. Follow these steps to view Request details:
Click the Requests option from the top menu to see requests.
Click the Case # or Case Title column link to view tasks for the case.
The Details tab displays information depending on the status of the status.
View the information entered into a Request.
Follow these steps to view values in the Request:
Click the Requests option from the top menu to see requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Click the Summary tab. A form displays all values entered into the Request.
The Summary tab displays information if requests status is Completed, or Canceled.
If the Request is in progress, there are no Request values to display. Instead, the Summary tab displays the following message: This Request is currently in progress. This screen will be populated once the Request is completed. Unless the request is a draft in-progress request, it displays a form.
Click on a tab below to view the Summary tab for each status type that uses it.
When the Summary tab displays the Request data, the last filled form displays information.
Understand how a Request's workflow has routed by viewing a color-coded overview of the Process model of that Request.
Request tracking displays Request status, history, and the projected future routing of that Request using a graphical illustration that overlays over that Request's Process model. Understand exactly current workflow of that Request is in the Process and where it can go next.
Request tracking provides the following insight to your Request:
View current routing for that Request: The Process model displays the workflow routing that Request has taken to its current status.
View the status of each Task in that Request: A color-coded illustration overlays over the Process model for that Request to indicate the status of each Task in that Request's workflow routing to that datetime. The following colors represent Task status in that Request:
Completed Tasks: Completed Tasks display with a green-colored overlay.
In-progress Tasks: Tasks that are in progress display with a blue-colored overlay.
Untriggered Tasks: Tasks that are not triggered in that Request display with a gray-colored overlay.
Discover bottlenecks in multiple Requests of that Process: View metadata for each affected Task in that Request, such as the time between Tasks, time on each Task, and the number of times a particular workflow route has been taken. By analyzing metadata for multiple Requests of that Process, learn where bottlenecks occur in workflow routing so Process Managers and other Process Designers can optimize that Process for better performance.
Empower Request participants to champion their Requests: Request starters and subsequent participants in that Request can closely monitor progress of their Requests.
Follow these steps to track your Request:
Click the Requests option from the top menu to see requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Click Overview tab to view the in-flight process map.
Click on a tab below to view the Overview tab for each Request status type that uses it.
The Overview tab displays the following about Request tracking to that datetime:
Process Name: At the top-left, the Process name displays composed with the legend In-Flight Map.
Map Movement: Click and drag the navigate around the illustration of the Process model.
If the Task is completed, that Task displays with a green-colored overlay. After clicking the Task, a tooltip displays information including the Task name, its status, user who completed that Task, the datetime when the Task started, and the datetime when the Task completed.
If the Task is in progress, that Task displays with a blue-colored overlay. After clicking the Task, a tooltip displays information including the Task name, its status, and the datetime when the Task started. Since that Task is not complete, information is not available yet regarding which user completed that Task or when.
If the Task is not triggered in that Request, that Task displays with a gray-colored overlay. After clicking the Task, a tooltip displays the Task name and the message No information found.
Path Information: Click a flow element's overlay to see how that Request's workflow routed within the Process. A tooltip displays how many times that route was repeated.
Otherwise, if the Request has not routed through a specific flow element, that flow element displays No information found.
View a summary of completed Tasks.
The Completed tab displays the summary of all Tasks Request participants have completed.
Follow these steps to view completed tasks summary:
Click the Requests option from the top menu to see requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Click the Completed tab. A table displays each completed task per row.
Click on a tab below to view the Completed tab for each status type.
The Completed tab displays the following summary in tabular format about completed Tasks participants completed to that time in the Request:
#: The # column displays the Task ID associated with its Process. Each time that Task is assigned to a Request participant, the ID for that Task increments by one.
Task: The Task column displays the name of each completed Task in the selected Request.
Assigned: The Assigned column displays the username's avatar to whom the Task was assigned. Hover your cursor over a user's avatar to view that person's full name.
Due: The Due column displays the date the Task was due. 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.
View files associated with a Request.
Requests store files associated differently depending if the File Manager is installed. See the following sections regarding how Requests store files:
File Manager is not installed: The Files tab displays Request files.
File Manager is installed: The File Manager tab displays Request files.
Follow these steps to view files associated with the Request:
Click the Requests option from the top menu to see requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Click Files or File Manager tab. A table displays all associated files.
When the File Manager is not installed, the Files tab displays all files associated with the Request to that time. The Files tab only displays in that Request summary if one of the following occurs:
At least one file has been uploaded to that Request.
The Files tab displays the following summary in tabular format about the files associated with the Request:
File Name: The File Name column displays the name of each file associated with the selected Request. Click the file name to download it to your local computer or network location.
MIME Type: The MIME Type column displays the MIME type for the associated file.
When the File Manager is installed, the File Manager tab displays all files associated with the Request to that time.
The File Manager tab displays the following summary in tabular format about the files associated with the Request:
Name: The Name column displays the name of each file associated with the selected Request. Beside each file's name is its MIME type.
Size: The Size column displays the size of each file associated with the selected Request.
View the Screens associated with each Task in a Request.
Follow these steps to view forms associated with the Request:
Click the Requests option from the top menu to see requests.
From the cards on top, click one of the following cards:
Click the Case # or Case Title column link to view in-progress tasks for the case.
Click the Forms tab. A table displays all submitted Screens to that moment
Click on a tab below to view the Forms tab for each status type.
The Forms tab displays the following summary in tabular format about submitted Screens by Request participants to that time in the Request:
Screen: The Screen column displays the name of each submitted Screen in the selected Request.
Description: The Description column displays the description of each Screen.
View the description of a Request's error.
The Errors tab displays the description of the error for a selected Request if an error occurred. The Errors tab only displays if an error has occurred.
Follow these steps to view error description:
Click the Requests option from the top menu to see requests.
Click the Case # or Case Title column link to view tasks for the case.
Click Errors tab. Errors display per row in a table.
The Errors tab displays only if there were errors during a request.
A table summarizes all errors in a Request.
The Errors tab displays the following summary in tabular format about Request errors:
Error: The Error column displays the error description.
Time: The Time column displays how long ago the error occurred.
Element: The Element column displays to which element the error occurred within the Process associated with the Request.
Basic Request searches also use PMQL, but basic searches provide a user interface. Configure a basic search, and then click the Advanced Search buttonto see the PMQL. This may help you learn how to use PMQL.
Optionally, save and share the Request search by clicking the Save Search button. See Save and Share Request- and Task-Related Searches.
You may save search parameters and share them with other users and groups by clicking the Save Search button. See Create and Share a Saved Search.
Click the Home breadcrumb icon to go to the Request Participant Home Screen.
Use the open menu icon to open the collapsible panel on the right. The Details panel displays information about the Request such as its status, participants, etc. It also contains the Cancel Request button for cancelling the Request.
Tag users in a Request comment: Precede a user's username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. Upon using the @
symbol and then typing the initial letters of the user to tag, those users that match those initial letters display for selection.
Reply to an existing Request comment: Browse through that Request's comment to locate the existing comment to which to reply, and then click the Reply icon at the bottom of that Request comment. The Add a comment... field displays below that Request comment.
Click the Edit icon on the bottom right of the posted comment. The commenting editor displays at the end of the Comments section with the posted content.
Click the Delete icon on the bottom right of the posted comment. The Caution screen displays to confirm the deletion of the Request comment.
The Tasks tab displays all assigned to the Request participants at that time.
Ensure that you are to ProcessMaker Platform.
My Requests. See .
In Progress. See .
Completed: See
All Requests. See . (Note that your user account must have the to view the All Requests page.)
Due: The Due column displays the date the Task is due. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Date and time the action occurred: To the right of the Request participant displays the date and time the Request action occurred. 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.
Ensure that you are to ProcessMaker Platform.
From the cards on top, click , , , or card.
Use the open menu icon to open the collapsible panel on the right. You can find the Request's details under the Details tab.
The Summary tab displays information entered into and accumulated into the completed or canceled Request.
Ensure that you are to ProcessMaker Platform.
My Requests. See .
In Progress. See .
Completed: See
All Requests. See . (Note that your user account must have the to view the All Requests page.)
Ensure that you are to ProcessMaker Platform.
My Requests. See .
In Progress. See .
Completed: See
All Requests. See . (Note that your user account must have the to view the All Requests page.)
Zoom Controls: At the bottom-left, use the zoom controls to zoom in and out on the Process model while navigating.
Task Information: Click a to display the following:
Task information is available for only.
Ensure that you are to ProcessMaker Platform.
My Requests. See .
In Progress. See .
Completed: See
All Requests. See . (Note that your user account must have the to view the All Requests page.)
, including how to sort columns or how many items display per page.
Ensure that you are to ProcessMaker Platform.
My Requests. See .
In Progress. See .
Completed: See
All Requests. See . (Note that your user account must have the to view the All Requests page.)
A in that Request has automatically generated a PDF of a -type .
Created At: The Created At column displays the date the file became associated with the selected Request. The file became associated with the Request when the person who attached it submitted the to which the file was uploaded. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Users: The Users column displays the avatar for the Request participant that uploaded each file associated with the selected Request. The file became associated with the Request when the person who attached it submitted the to which the file was uploaded. Hover your cursor over a user's avatar to view that person's full name.
Modified: The Modified column displays the date that was modified. The file became associated with the Request when the person who attached it submitted the to which the file was uploaded. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Click the View iconfor the Request associated with the file to view its summary.
Click the Download iconfor the file to download to your local computer.
Click the Share iconfor the file to share. The Share screen displays.
Click Save. The following message displays: Shared users successfully updated.. The user(s) with which the file is shared receives a of the shared file.
Files that have been shared with you are in .
The Forms tab displays the associated with each Task that each Request participant submitted in the Request to that time. For example, if a Request participant entered information into a Screen, all Request participants can view the Request data that the Task assignee entered.
Ensure that you are to ProcessMaker Platform.
My Requests. See .
In Progress. See .
Completed: See
All Requests. See . (Note that your user account must have the to view the All Requests page.)
To view a Screen and the Request data submitted by a Request participant, click the Details icon. The submitted Screen displays.
Click the Details iconagain to hide the displayed Screen and its Request data.
To print a Screen and its Request data, click the Print icon. A print preview displays in a new browser window from which you can select an accessible printer.
Ensure that you are to ProcessMaker Platform.
From the cards on top, click , , , or card.
View and edit Request data.
The Data tab displays the data from a completed Request in JSON format. The Data column only displays when that Request is completed.
Follow these steps to edit Request data:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu to see requests.
Click the Case # or Case Title column link to view tasks for the case.
Click the Data tab. The data displays in a JSON format.
The Data tab displays only for completed requests.
Request data displays in JSON format.
Follow these steps to edit and save the completed Request data from those values that were submitted in the Request:
Do one of the following:
View the Data tab. Note that the Data tab does not display until the Request is completed.
From the editable JSON setting, change the values that were submitted during the Request to those that you want.
Optionally, click the Create Scenario button to create a Scenario of this JSON data to view it in the Scenarios feature.
Click Save. The following message displays when the Request values are changed: Request data successfully updated.
Optionally, from the bottom-left, enable the tree toggle to see the tree representation of JSON as a data model to understand the different structural elements within it. To navigate in the Data Browser canvas, see Data Browser.