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Manage pending and completed tasks that have been assigned to you.
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Manage files in your ProcessMaker instance that are available to all ProcessMaker users, shared with you, and important to you.
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ProcessMaker Query Language (PMQL) properties are the building blocks to search Request, Task, and Collection record information.
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Use the search results for a Saved Search, send or schedule reports of those search results, or enable notifications of changes to search results.
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Schedule an interval in which to email stakeholders reports for a Saved Search's results.
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Create charts of Saved Searches to visualize search results in a variety of types and styles.
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These are the basics you already know how to do, but need to be documented nonetheless.
Welcome to documentation. This is a good place to start.
ProcessMaker Platform is a next-generation intelligent business process management software (iBPMs) platform for the enterprise to easily design and implement BPMN 2.0 compliant business processes within a modern and extensible system.
ProcessMaker Platform is a low-code, intelligent BPM platform for enterprises that want to get to, and stay ahead of, digital transformation. ProcessMaker Platform orchestrates both people, processes, and systems to build strong, future-proof companies to outlast the competition and become engines for innovation.
Our latest release empowers business users and developers alike to use the most cutting-edge workflow automation tools to digitally transform any business for success. ProcessMaker Platform builds on popular BPM and workflow features and contains elegant functionality in our most powerful platform yet.
Our goal for ProcessMaker Platform is to deliver simplicity, but to allow complexity. ProcessMaker Platform is easy to use, and allows you to design customized processes and end-user experiences.
This document is organized based on how different roles use ProcessMaker Platform. Refer to the following roles:
An Administrator administers ProcessMaker Platform.
Refer to the Install ProcessMaker Platform section that includes the following topics:
Refer to the ProcessMaker Platform Administration section that includes the following topics:
Learn about how to extend ProcessMaker Platform functionality by adding packages.
A Process Designer organizes, designs, and maintains business solutions and their assets that participants use to make Requests.
Refer to the Manage and Model Processes section that includes the following topics:
A participant interacts and participates in Requests, their Tasks, and/or Collections.
Refer to the Use ProcessMaker Platform section that includes the following topics:
This document uses different font styles, types, and weights to represent types of information. The conventions described below are used in paragraphs and do not represent style variations in document titles or headers, nor standard document conventions such as for hyperlinks.
The table below describes these document conventions.
Welcome to ProcessMaker Platform documentation for the Winter 2024 release. Let's get started.
Organize and collaborate using Projects, Processes, and their related assets.
Start participating in Requests, Tasks, and Projects
As a Project member, organize assets and collaborate with others to fulfill the same goal. Have complete access to the following assets for any Project of which you are a member:
Processes
Screens
Scripts
Data Connectors
Decision Tables
You're not in a Project yet? Then create your own!
Then let ProcessMaker's AI Assistant design a Process, Screen, or Script for you!
ProcessMaker documentation and Release Notes may change without notice.
Current production version: ProcessMaker Platform Fall 2023, released November 24, 2023. Current development version: ProcesssMaker Winter 2023, deployed on January 29, 2024.
All customer production deployments will be upgraded to Winter 2024 on February 29, 2024. See Release Notes.
© Copyright 2000-2024 ProcessMaker Inc. All rights reserved.
Ensure that the device from which you are using ProcessMaker Platform meets the minimum Web browser requirements.
Ensure that the device from which you are logging on meets the following requirements:
Your web browser application on your device is the latest version of one of the following browsers:
Apple Safari
Google Chrome
Microsoft Edge
Mozilla Firefox
Your display is at least 1200 by 720 pixel resolution.
Convention
Description
Examples
Bold
Represents the following:
Application labels such as for menus, fields, and panels
Application messages displayed to the user
Click the Submit button.
The following message displays: The file was saved successfully.
Code
Represents the following:
File extension types
Code samples and code blocks
A .deb
file extension is downloaded.
npm install
Log on to ProcessMaker Platform using your credentials.
Please contact your Administrator if you do not know either of the following:
the web address to access the log in page
your log in credentials
Are you changing or forgetting your password?
If SSO Settings is configured with a default SSO provider and there is a problem when logging through SSO, please ask your Administrator to contact the ProcessMaker Customer Success Manager and request to disable the default SSO login.
Follow these steps to log on:
Enter the fully qualified domain name for the server or instance hosting ProcessMaker Platform followed by/login
in a supported web browser. For example: https://myServer.myDomain.net/login
If the web address is correct, the log in page displays.
Do one of the following:
Enter your user account credentials:
In the Username field, enter your username.
In the Password field, enter your password.
Optionally, select the Remember me check box to not enter your log in credentials in the future.
Click the Log In button.
Log on using Single Sign-On (SSO) or a third-party authentication service: Click the button for a third-party service in which you subscribe to use that service's credentials to log on. For details on setting up SSO or third-party authentication, see SSO Settings. If there is configured a default SSO provider, users are automatically redirected to the IDP Single Sign On log on page instead of displaying the normal Login page.
If the log on is successful, the My Requests page displays.
If ProcessMaker Platform is configured to only allow one device per user account to be logged on, ProcessMaker Platform immediately logs you off if your user account logs on with a second device. When this occurs, the following message displays above the log on settings: Your account has been timed out for security.
To enable this security feature, ask for more information from ProcessMaker Support.
Follow these steps to reset your password:
Access the log in page as described in Log On. If you do not know the web address to access the log on page, ask your Administrator for assistance.
Click the Forgot Password? link as highlighted below.
The Forgot Your Password? page displays.
In the Email Address field, enter the email address to which to send a reset link.
If you enter an email address which is not recognized, the following message displays in red-coloured text below the Email Address field: We can't find a user with that e-mail address.
Click Request Reset Link.
Check your email for the instructions to reset your password.
After you select the link in that email to reset your password, click the Back to Login link to return to the log in page.
Log on as described in Log On.
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 change your password:
If your organization requires a password change, the Change Password screen displays after Log On:
In the New Password setting, enter a new 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, re-enter your password to confirm it. Password validation indicates if the New Password and Confirm Password values do not match.
If password validation is successful, click Change Password. The web browser page is redirected to the login page.
Personalize your user profile, user avatar, and application settings.
Follow these steps to access your profile settings:
Click your user avatar. Your user name displays in the Edit Profile option.
Select Edit Profile.
Follow these steps to change your profile information:
Change the following General Information settings as necessary:
In the Last Name setting, enter your last name. Your last name displays to other users who view your profile information. This is a required setting.
In the Job Title setting, enter the job title or description you have in your organization.
Change the Contact Information settings as necessary:
In the Email setting, enter your business email address. Your email address displays to other users who view your profile information. This is a required field.
In the Phone setting, enter your business telephone number.
In the Fax setting, enter your fax number.
In the Cell setting, enter your cell number.
Change the Address settings as necessary:
From the Country drop-down menu, select the country for your business address.
In the Address setting, enter your business address.
In the City setting, enter the city for your business address.
In the State or Region setting, enter the state, region, or province for your business address.
In the Postal Code setting, enter your business postal code.
Click Save. The following message displays: Your profile was saved.
Your avatar represents you throughout ProcessMaker Platform. Below are a few ways your avatar represents you:
Follow these steps to change your user avatar:
Locate the Avatar section.
Do one of the following:
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.
Remove the current avatar: Click the Clear button. The initials for that person's full name display. Continue to step 7.
Change any of the following settings if necessary:
Click Save to save the profile. The following message displays: Your profile was saved.
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 (_
)
Follow these steps to change your log on information:
In the Username setting, change your username if necessary. 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 Confirm Password setting, confirm that your new password matches that entered into the New Password field if you enter a new password. If you entered a new password, password validation indicates if the New Password and Confirm Password values do not match.
Click Save. The following message displays: Your profile was saved.
Use the Settings section of the profile settings to specify how ProcessMaker Platform displays date and time information to you, which natural language to display settings, and the status of your user account.
ProcessMaker Platform supports the following natural languages:
English
French
German
Spanish
Follow these steps to change your settings:
In the Date Format drop-down menu, select the format how dates are displayed 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)
From the Time Zone drop-down menu, select the time zone in which to display times.
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 your user account. Below is a description of each status:
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.
Click Save. The following message displays: Your profile was saved.
To view another user's profile information, click that person's avatar.
After clicking the avatar, that person's profile information displays. Each user is responsible for profile content.
Hover your cursor over a user's avatar to view that person's full name.
Use natural language in the chatbot to search documentation. Furthermore, receive platform-specific notices from ProcessMaker regarding new versions and upgrades.
Use ProcessMaker Platform to more easily do the following:
Follow these steps to search documentation using the chatbot:
Click the chatbot from any location in ProcessMaker Platform.
Enter your question using English or a non-English natural language. Right-to-left languages like Arabic have limited support on mobile devices.
Press Enter. The chatbot searches against documentation to provide a response.
Explore new ProcessMaker Platform features in the following ways:
Look for the following green-colored badges that indicate a new platform feature:
These badges display only until you initially click on that feature.
Look for walk-throughs to updates of existing features to see call-outs for what's new in them.
ProcessMaker may send notices to your user account, or to all members in your organization, to inform you of platform-specific information. This may include, but not limited to, new ProcessMaker releases and dates in which those releases are scheduled to be generally available and/or deployed.
Platform-specific notices display as a banner at the bottom of every ProcessMaker Platform page until you close it by clicking the Close icon.
Platform-specific notices display in English language.
to ProcessMaker Platform.
The Profile page displays. See .
Your user profile contains the following sections that determine how your is represented:
The Profile page displays.
Locate the Profile section.
In the First Name setting, enter your first name. Your first name displays to other users who . This is a required setting.
Change your , , and/or if necessary.
in which you are a participant
assigned to you and which you have completed
you have designed
you have developed
If your user profile does not have an avatar, such as when a , the initials of your full name display.
The Profile page displays.
Change an avatar: Select the Change button to upload a new avatar image. Continue to step 4.
From the Upload Avatar screen, click the Browse button to locate the image to be your avatar.
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 your avatar displays, and then click Save. Your avatar displays in the Avatar section.
Passwords must be at least eight (8) characters long, must contain at least one uppercase letter and a number or symbol. are recommended.
The Profile page displays.
Locate the Login Information section.
In the New Password setting, enter your new password. 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. are recommended. If you enter a new password, password validation indicates how strong your password is if you enter a new password.
Change your , , and/or if necessary.
The Profile page displays.
Locate the Settings section.
From the Language drop-down menu, select in which language to display user interface labels and messages. Note that English-language is the default language and the only natural language provided for the open-source edition. However, if the is installed, you may display the user interface labels and messages to German-, Spanish-, or French-language. Changing this setting only affects your user account. Optionally, select one of the following non-English languages if the Translations package is installed:
Change your , , and/or if necessary.
See the permissions or ask your Administrator for assistance.
Use the in-platform chatbot to ask questions regarding ProcessMaker Platform functionality from any location in the platform. The chatbot displays in the same language as that for ProcessMaker Platform.
to ProcessMaker Platform.
Features with text labels: New features with text labels display the following badge: .
Features with icons: New features accessible from an icon display the following badge: .
View the product documentation.
Follow these steps to view product documentation:
Log on to ProcessMaker Platform.
Click your user avatar.
The Documentation page displays in a new window.
The Documentation page displays the following information:
General information about the ProcessMaker Platform edition
Current product version
Information about the Release Notes
Links to documentation for previous versions
Privacy Statement
See our Application Program Interface (API) documentation if you are a developer or coding engineer who wants to learn how each function in the interface has a corresponding API endpoint.
View information about the ProcessMaker Platform version and installed packages.
Follow these steps to view ProcessMaker Platform and package version information:
Log on to ProcessMaker Platform.
Click your user avatar and then select About.
The About ProcessMaker page displays.
The About ProcessMaker page displays the following information:
ProcessMaker Platform current version
A link to report an issue and view the processmaker GitHub repository
A link to the Documentation
A list of packages installed including Name, description, and version for each package
Log out of ProcessMaker Platform.
Follow these steps to log out of ProcessMaker Platform:
Click your user avatar.
You are logged out and the log on screen displays.
If ProcessMaker Platform is configured to only allow one device per user account to be logged on, ProcessMaker Platform immediately logs you off if your user account logs on with a second device. When this occurs, the following message displays above the log on settings: Your account has been timed out for security.
To enable this security feature, ask for more information from Support.
Select Documentation.
Select Log Out from the list.
Receive a warning that your log on session is almost expired.
If you have not interacted with the application in 120 minutes (two hours), ProcessMaker Platform warns you that your log on session is almost expired. If your log on session expires, you will lose any unsaved work that may include any of the following:
Information that you started entering into a Task but did not submit (thereby completing the Task) is lost.
Any Process model changes that you made since the last time you saved the model are lost.
Any Script changes that you made since the last time you saved the Script are lost.
Any Screen changes that you made since the last time you saved the Screen are lost.
Any user account or group changes you made but have not yet saved are lost.
As long as you are saving changes in the application, the session time out period does not begin to expire.
When 10% of the session timeout remains, a session timeout notice displays.
Click the Stay Connected button to renew your session before the timer indicator displays 00:00. Otherwise, ProcessMaker logs you off automatically and any unsaved work is lost.
If your session times out, you will need to log on again to continue using ProcessMaker Platform.
If ProcessMaker Platform is configured to only allow one device per user account to be logged on, ProcessMaker Platform immediately logs you off if your user account logs on with a second device. When this occurs, the following message displays above the log on settings: Your account has been timed out for security.
To enable this security feature, ask for more information from Support.
Learn what Home Screens are for Request participants, and how they organize your Tasks, Requests, and Process Analytics Reports.
Your Home Screen organizes your Requests and Tasks as a "home location" from which to quickly access the following:
Optionally, Administrators can configure custom Home Screens for Request participants that display in dashboards. For example, members of different groups within your organization can have different Home Screens that best suits how each team works.
From your Home Screen, quickly access your assigned Tasks from the My Tasks pane.
The My Tasks pane functions similarly to the To Do Tasks page from the Tasks menu, including the following:
Filter which Tasks to display by clicking the View All drop-down menu, and then select by which Task status to filter:
In Progress Tasks: Click the In Progress option to view Tasks that are in progress.
Overdue Tasks: Click the Overdue option to view overdue Tasks.
From your Home Screen, quickly access Requests that you started and/or are a participant from the My Requests pane.
The My Requests pane functions similarly to the My Requests page, including the following:
Filter which Requests to display by clicking the View All drop-down menu, and then select by which Request status to filter:
In Progress Requests: Click the In Progress option to view Requests that are in progress.
Completed Requests: Click the Completed option to view completed Requests.
From your Welcome Screen, quickly start your Requests from the Start new Request pane. The Start new Request pane functions similarly to the New Request screen.
Understand what Requests are in ProcessMaker Platform.
Set how you want tabular information to display.
Click the drop-down to the right of the pagination buttons to adjust how many records display on each page. Select to display 10, 25 or 50 rows per page. Ten records per page displays by default.
If there are fewer than 10 records to display in the table, pagination functions do not display.
Follow the next steps to filter information:
View one of the following:
In a list column header, click the three dots. A window displays filter criteria.
Apply one or more filter criteria as follows:
Click sort ascending to sort data in alphanumeric order or sort in chronological order if the data is dates/times.
Click sort descending to sort data in alphanumeric descending order or sort in inverse chronological order if the data is dates/times.
The Filter the column section displays by default. Click + to add a filter column. Configure the column filter as follows:
From the Operator setting, select one of the following according to the data type:
If the column data type is a number or a date, it displays the following operators: =, <, <=, >, >=, between, in, contains, regex.
If the column data type is a string, it displays the following operators: =, in, contains, regex.
If the column is a task status, it displays the following operators: =, in.
In the Type value setting, enter the information accordingly.
If there is more than one filter row, from the Select an operator setting, select And or Or to filter a subsequent filter.
Click Apply to apply filter criteria. The list filters data as configured.
Otherwise, click Cancel to cancel the filter criteria and close the window.
If want to clean previous filters, click Clear to remove all previous filters.
Filter information does not support the Task columns.
Filter cases that have a number in their process name. Do the following:
In a list, go to the PROCESS column.
In the Operator setting, select regex.
The list is displayed as follows.
Filter cases that start with 12 in its case number. Do the following:
In a list, go to the CASE # column.
In the Operator setting, select regex.
The list is displayed as follows.
View All: Click the View All option to view all Tasks.
Click the icon to view the entire To Do Tasks page in a new window.
Preview a Task by clicking the Preview icon for the Task to preview.
View All: Click the View All option to view all Requests.
Click the icon to view the My Requests page in a new window.
In ProcessMaker Platform, a "Request" is a single occurrence of a . 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 or triggered automatically by other means, such as a Sub-Process or a , for example.
You may for Processes that you have permission to do so. Likewise, you can participate in others' Requests. This occurs when someone else in your organization starts a Request that involves you. You would be of the Request and that you have a to do. You might be the only person deciding on a Request, or you might be among other users involved in the workflow routing of a Request for a Process.
Use these tips to control how tabular information displays in all your lists such as except , , and . Control information as follows:
Click the sort arrowsin a column header to sort the records in that page by that sort preference. Columns that display alphanumeric data sort in alphanumeric orderor inversely. Columns that display dates/times sort in chronological orderor inversely. When the sort arrow points down, sort order is in descending order. When the sort arrow points up, sort order is in ascending order.
Click the Nextor Previouspagination buttons to view the next or previous page of records, respectively. If the first page is displayed, the Previouspagination button is disabled. If the last page is displayed, the Nextpagination button is disabled.
Click the Firstor Lastpagination buttons to view the first or last page of all records, respectively. If the first page is displayed, the Firstpagination button is disabled. If the last page is displayed, the Lastpagination button is disabled.
Filter your information with different criteria in , , and . Filter information as follows:
Regular expressions, or regex, are patterns composed of characters and symbols used to find specific sequences in text. For an introduction to regex syntax, check out this . To practice and refine your regex skills, is an excellent tool, offering interactive examples and a platform for testing your patterns.
In the Type value setting, enter the regex pattern \d
.
In the Type value setting, enter the regex pattern (12)+
.
Understand what a case is and how it is created.
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 +Case button.
Using the Start This Process button from a 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.
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 the Requests that you started:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu if the Requests page is not currently displayed. The My Requests page displays. Otherwise, click the Started by Me icon from the left sidebar.
Below 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 about Requests you started:
Case #: The Case # column displays the Case number associated with the Process. This number represents the sequential occurrence of that Process. Click the Process name to view the Request summary.
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.
To view a Request summary from the Case # or Case Title column, click the link associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
Use Request data to search for Requests on this page based on the following criteria:
Process: Search using one or more Process names associated with a Request.
Status: Search using one or more of the following Request statuses:
In progress: Include Requests that are in progress as part of your search criteria.
Completed: Include Requests that are completed as part of your search criteria.
Error: Include Requests that are in error as part of your search criteria.
Canceled: Include Requests that have been canceled as part of your search criteria.
Requester: Search using one or more users who started a Request. The currently logged on user is included by default when searching for Requests on this page.
Participants: Search using one or more users participating in a Request.
You can do basic and advanced searches for Requests.
If the Saved Searches package is not installed, the Save Search button is not available.
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.
View completed Requests in which you participated.
The Completed page displays completed Requests in which you participated. You were a Request participant because you started that Request or were assigned a Task in that Request. Request information displays in tabular format.
Follow these steps to view completed Requests in which you participated:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu if it is not currently displayed. The My Requests page displays.
Below is an example of the Completed page that displays completed Requests. The Saved Search package is not installed in this example.
The Completed page displays the following information in tabular format about completed Requests:
Case #: The Case # column displays the Case number associated with the Process. This number represents the sequential occurrence of that Process. Click the Process name to view the Request summary.
Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Request based on Request variable values for that Request. 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. Task names 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 Completed.
Started: The Started column displays the date and time you made 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. 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.
To view a Request summary from the Case # or Case Title column, click the link associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
Use Request data to search for Requests on this page based on the following criteria:
Process: Search using one or more Process names associated with a Request.
Status: Search using one or more of the following Request statuses:
In progress: Include Requests that are in progress as part of your search criteria.
Completed: Include Requests that are completed as part of your search criteria. Requests that are completed are included by default when searching for Requests on this page.
Error: Include Requests that are in error as part of your search criteria.
Canceled: Include Requests that have been canceled as part of your search criteria.
Requester: Search using one or more users who started a Request.
Participants: Search using one or more users participating in a Request.
You can do basic and advanced searches for Requests.
If the Saved Searches package is not installed, the Save Search button is not available.
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.
View in-progress Requests in which you are participating.
The In Progress page displays in-progress Requests in which you are participating. You are a Request participant because you started that Request or have been assigned a Task in that Request. Request information displays in tabular format.
Follow these steps to view in-progress Requests in which you are participating:
Ensure that you are logged on to ProcessMaker Platform.
Click the Requests option from the top menu if the Requests page is not currently displayed. The My Requests page displays.
Below is an example of the In Progress page that displays in-progress Requests. The Saved Search package is not installed in this example.
The Requests In Progress page displays the following information in tabular format about in-progress Requests:
Case #: The Case # column displays the Case number associated with the Process. This number represents the sequential occurrence of that Process. Click the Process name to view the Request summary.
Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Request based on Request variable values for that Request. 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. Task names 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 made 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. Since Requests in this tab are in-progress, this column is empty.
To view a Request summary from the Case # or Case Title column, click the link associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
Use Request data to search for Requests on this page based on the following criteria:
Process: Search using one or more Process names associated with a Request.
Status: Search using one or more of the following Request statuses:
In progress: Include Requests that are in progress as part of your search criteria. Requests that are in progress are included by default when searching for Requests on this page.
Completed: Include Requests that are completed as part of your search criteria.
Error: Include Requests that are in error as part of your search criteria.
Canceled: Include Requests that have been canceled as part of your search criteria.
Requester: Search using one or more users who started a Request.
Participants: Search using one or more users participating in a Request.
You can do basic and advanced searches for Requests.
If the Saved Searches package is not installed, the Save Search button is not available.
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.
View all Requests in your organization.
The All Requests page displays all Requests in your organization regardless of whether you participated in them. Request information displays in tabular format.
Your user account or group membership must have the "Requests: View All Requests" permission to view the list of all Requests unless your user account has the Make this user a Super Admin setting selected.
Follow these steps to view all Requests in your organization:
Click the Requests option from the top menu if it is not currently displayed. The My Requests page displays.
The All Requests page displays the following information in tabular format about all Requests:
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. Task names 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 avatarand 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. The following are possible statuses:
In Progress: The Request is in-progress.
Completed: The Request is completed.
Use Request data to search for Requests on this page based on the following criteria:
Process: Search using one or more Process names associated with a Request.
Status: Search using one or more of the following Request statuses:
In progress: Include Requests that are in progress as part of your search criteria.
Completed: Include Requests that are completed as part of your search criteria.
Error: Include Requests that are in error as part of your search criteria.
Canceled: Include Requests that have been canceled as part of your search criteria.
Requester: Search using one or more users who started a Request.
Participants: Search using one or more users participating in a Request.
If the Saved Searches package is not installed, the Save Search button is not available.
If there are no Requests in this tab, the following message displays: No Results.
If the Saved Searches package is installed, 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.
Click the Completed tab or click the Completed iconfrom the left sidebar. The Completed page displays.
If the Saved Searches package is installed, 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.
Click the In Progress tab or click the In Progress iconfrom the left sidebar. The In Progress page displays.
If the Saved Searches package is installed, 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.
See the or ask your Administrator for assistance.
Ensure that you are to ProcessMaker Platform.
Click the All Requests tab or click the All iconfrom the left sidebar. The All Requests page displays.
Below is an example of the All Requests page that displays all Requests. The is not installed in this example.
Case #: The Case # column displays the number associated with the Process. This number represents the sequential occurrence of that Process. Click the Process name to .
Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Request based on Request variable values for that Request. Process Managers specify which Request variables to reference from that .
Canceled: The Request has been canceled. See .
Error: An error occurred with the Request. to see the error.
Started: The Started column displays the date and time you made the Request. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Completed: The Completed column displays the date and time the 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 Time zone setting is specified.
To from the Case # or Case Title column, click the link associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
You can do and searches for Requests.
If the is installed, you may save search parameters and share them with other and by clicking the Save Search button. See .
, including how to sort columns or how many items display per page.
Click the Home breadcrumb icon to go to the .
Learn what information displays in a Request summary.
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.
If a Process is not configured to allow you to cancel Requests, then the Cancel button to cancel Requests does not display in Request summaries associated with that Process.
Follow these steps to cancel a Request:
Ensure that you are logged on to ProcessMaker Platform.
Do one of the following:
Click the Requests option from the top menu if it is not currently displayed. The My Requests page displays.
View one of the following Requests pages:
My Requests page. See View Your Requests That You Started.
In Progress page. See View Requests That Are In Progress.
Completed page. See View Completed Requests.
All Requests page. See View All Requests. (Note that your user account must have the Requests: View All Requests permission to view the All Requests page.)
Do one of the following:
From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
Information about the Request displays that includes the Cancel button. Note that if the Request associated with the Process is not configured to allow your user account or group to cancel Requests, then the Cancel Request section and Cancel button does not display.
Click Cancel. A message displays to confirm you want to cancel the Request.
Click Confirm. The Request is canceled.
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.
Search for any Request in which you started or have been a participant.
Do basic or advanced searches for Requests. To do basic or advanced searches for Requests, view one of the following Requests pages:
My Requests page. See View Your Requests That You Started.
In Progress page. See View Requests That Are In Progress.
Completed page. See View Completed Requests.
All Requests page. See View All Requests. (Note that your user account must have the Requests: View All Requests permission to view the All Requests page.)
Use ProcessMaker Query Language (PMQL) for the most accurate means by which to locate specific Requests.
Use ProcessMaker Query Language (PMQL) for the most accurate means by which to locate specific Requests.
Follow these steps to do a basic search for a Request:
View one of the Requests pages described in the Overview of this topic.
Go to the search bar on the Requests page you are viewing.
Use Request data to search for Requests based on the following criteria:
Search using one or more of the following Request statuses:
In progress: Include Requests that are in progress as part of your search criteria. Requests that are in progress are included by default when searching for Requests on the In Progress page.
Completed: Include Requests that are completed as part of your search criteria. Requests that are completed are included by default when searching for Requests on the Completed page.
Error: Include Requests that are in error as part of your search criteria.
Canceled: Include Requests that have been canceled as part of your search criteria.
Click the Apply button to search for Requests based on your entered criteria. Otherwise, click Reset to clear all configured filter criteria.
To view a Request summary, do one of the following:
From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
See Saved Searches.
If there are no search results, the following message displays: No Data Available.
Use ProcessMaker Query Language (PMQL) to compose an advanced search for Requests.
Follow these guidelines to do an advanced search for a Request using PMQL:
View one of the Requests pages described in the Overview of this topic.
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.
To view a Request summary, do one of the following:
From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
See Save and Share Request- and Task-Related Searches.
If there are no search results, the following message displays: No Data Available.
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.
All Requests. (Note that you must have the Requests: View All Requests permission to view the All Requests page.)
From the Case # or Case Title column, click on a request to view the request summary.
Click the Comments icon located at the top right corner. Comments display on the right side of the screen in chronological order. If necessary, click Refresh at the bottom menu to update and view new comments.
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 performing an action.
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 Write 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.
Edit your comment using the commenting editor as you did when you posted or replied to a comment.
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.
The Tasks tab displays the summary for all assigned Tasks to the Request participants at that time.
Follow these steps to view the tasks assigned to Request participants:
Ensure that you are logged on to ProcessMaker Platform.
View one of the following Requests pages:
My Requests, In Progress, or All Requests page if the request status is In Progress.
My Requests, or All Requests page if the request status is Canceled.
My Requests, In Progress, Completed, or All Requests page if the request status is Error.
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click the Tasks tab. Tasks display per row in a table.
The Tasks tab displays if requests are In-Progress, Canceled, or in Error status.
Click a tab below to view the Tasks tab for each status type that uses it. Tabs for each status type display in alphabetical order.
The Tasks tab displays the following summary in tabular format about assigned Tasks to Request participants to that time:
#: 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.
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 user profile's Time zone setting is specified.
Below the table see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
If there are no assigned Tasks for the selected Request, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
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:
Ensure that you are logged on to ProcessMaker Platform.
View one of the following Requests pages:
My Requests, In Progress, or All Requests page if the request status is In Progress.
My Requests, Completed, or All Requests page if the request status is Completed.
My Requests, or All Requests page if the request status is Canceled.
My Requests, In Progress, Completed, or All Requests page if the request status is Error.
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click Overview tab. For each Request, the Overview tab displays its tracking.
Below the Overview panel see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
Your user account or group membership must have the "Requests: View All Requests" permission to see the in-flight process map unless your user account has the Make this user a Super Admin setting selected.
See the Request permissions or ask your Administrator for assistance.
Process element information is just available for Task Elements.
Click a tab below to view the Overview tab for each Request status type that uses it. Tabs for each status type display in alphabetical order.
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.
Task Information: Click a Task element to display the following:
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 the information entered into a Request.
Follow these steps to view values in the Request:
View one of the following Requests pages:
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click the Summary tab. A data table displays all values entered into the Request.
The Summary tab displays if requests are In-Progress, Completed, or Canceled status.
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.
Click a tab below to view the Summary tab for each status type that uses it. Tabs for each status type display in alphabetical order.
When the Summary tab displays the JSON-formatted key-value pairs from the Request data, the following information displays:
Value: The Value column displays that key's value as entered by a person manually interacting with a form. For example, a Text control to enter your name could have the value John Doe
which would display in the Value column here.
Below the Summary panel see the following:
Click the Home breadcrumb iconif the Requests page is not currently displayed. The My Requests page displays.
Click the Open Request iconfor the Request you want to cancel.
Click the Filter button. Below the button, a window with the filter criteria displays.
Process: From the Process setting, select one or more Process names associated with a Request as part of the search criteria. Type into the Process setting to filter Processes that display in that setting's drop-down menu. To remove a Process that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Status: From the Status setting, select one or more Request statuses as part of the search criteria. Type into the Status setting to filter statuses that display in that setting's drop-down menu. To remove a status that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Requester: From the Requester setting, select one or more Request starters as part of your search criteria. A Request starter is a user who starts a Request. The currently logged on user is included by default when searching for Requests on the My Requests page. Type into the Requester setting to filter Request starters that display in that setting's drop-down menu. To remove a Request starter that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Participants: From the Participants setting, select one or more Request participants as part of your search criteria. Type into the Participants setting to filter Request participants that display in that setting's drop-down menu. To remove a Request participant that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Optionally, if the Save Searches package is installed, save and share the Request search by clicking the Save Search button. See Save and Share Request- and Task-Related Searches.
Click the Open Request iconfor the Request that you want to view its summary.
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, if the Save Searches package is installed, save and share the Request search by clicking the Save Search button. See Save and Share Request- and Task-Related Searches.
Click the Open Request iconfor the Request that you want to view its summary.
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.
To view other requests, click the icon to expand the sidebar on left. Select one of the available options to view a request list by status:
Edit: If you are the owner of the comment, click the Edit icon to edit the comment. See Edit a Comment in a Request.
Delete: If you are the owner of the comment, click the Delete icon to delete the comment. See Delete a Comment in a Request.
Reply: Click the Reply icon to reply the comment. See Post or Reply to a Comment in a Request.
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.
Click the Open Request iconfor a Request. That Request's summary displays.
Click the Open Request iconfor a Request. That Request's summary displays.
Zoom Controls: At the bottom-left, use the zoom controls to zoom in and out on the Process model while navigating.
The Summary tab displays the summary of information entered into and accumulated into the completed or canceled Request. The Summary tab may display values in the Request in the following ways:
By default, displays in JSON format key-value pairs in tabular format that represent Screen control data.
Configure a -type Screen that summarizes specific information from the Request. See .
Ensure that you are to ProcessMaker Platform.
, , or page if the request status is In Progress.
, , or page if the request status is Completed.
, or page if the request status is Canceled.
Click the Open Request iconfor a Request. That Request's summary displays.
Key: The Key column displays the JSON key name that represents the Screen control name the Request participant entered data. For example, a control to enter your company's name could have a setting value of companyName
which would display in the Key column here.
The history of the Request displays all Request actions. See .
that participants posted to that Request display in chronological order within that Request's history.
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.
View My Requests, Completed, or All Requests page when the Request's status is Completed.
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click the Data tab. The data displays in a JSON format.
The Data tab displays only if Requests are with Completed status.
Your user account or group membership must have the "Requests: Edit Request Data" permission to edit Request data unless your user account has the Make this user a Super Admin setting selected.
See the Request permissions or ask your Administrator for assistance.
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.
Below the Data panel see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
View a summary of completed Tasks.
The Completed tab displays the summary of all Tasks Request participants completed to that time.
Follow these steps to view completed tasks summary:
Ensure that you are logged on to ProcessMaker Platform.
View one of the following Requests pages:
My Requests, In Progress, or All Requests page if the request status is In Progress.
My Requests, Completed, or All Requests page if the request status is Completed.
My Requests, or All Requests page if the request status is Canceled.
My Requests, In Progress, Completed, or All Requests page if the request status is Error.
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click the Completed tab. A table displays each completed task per row.
Click a tab below to view the Completed tab for each status type. Tabs for each status type display in alphabetical order.
The Completed tab displays the following summary in tabular format about completed Tasks participants completed to that time in the Request:
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.
Below the Completed panel see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
If the selected Request has no completed Tasks, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
View files associated with a Request.
Requests store files associated differently depending if the File Manager package is installed. See the following sections regarding how Requests store files:
File Manager package is not installed: The Files tab displays Request files.
File Manager package is installed: The File Manager tab displays Request files.
Follow these steps to view files associated with the Request:
Ensure that you are logged on to ProcessMaker Platform.
View one of the following Requests pages:
My Requests, In Progress, or All Requests page if the request status is In Progress.
My Requests, Completed, or All Requests page if the request status is Completed.
My Requests, or All Requests page if the request status is Canceled.
My Requests, In Progress, Completed, or All Requests page if the request status is Error.
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click Files or File Manager tab. A table displays all files associated.
When the File Manager package 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.
A PDF Generator connector in that Request has automatically generated a PDF of a Display-type Screen. Note that to use the PDF Generator connector, the PDF Generator package must be installed.
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.
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 Screen to which the file was uploaded. 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.
Below the table see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
When the File Manager package 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.
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 Screen to which the file was uploaded. Hover your cursor over a user's avatar to view that person's full name.
Size: The Size column displays the size of each file associated with the selected Request.
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 Screen to which the file was uploaded. 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.
Follow these steps to share a file with one or more users:
In the Share screen, enter with which user(s) to share this file.
Click Save. The following message displays: Shared users successfully updated.. The user(s) with which the file is shared receives a notification of the shared file.
Files that have been shared with you are in File Manager's Shared With Me folder.
Below the table see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
View the Screens associated with each Task in a Request.
Follow these steps to view forms associated with the Request:
View one of the following Requests pages:
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click the Forms tab. A table displays all submitted Screens to that moment
Click a tab below to view the Forms tab for each status type. Tabs for each status type display in alphabetical order.
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.
Below the Forms panel see the following:
Related Topics
View a Request's summary.
Each Request displays a summary of that Request to that time.
Follow these steps to view a Request summary:
View one of the following Requests pages:
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
On the right side, locate a box block titled with the Request status.
The summary displays according to the Request status type.
The following summary displays about a canceled Request:
Requested By: The Requested By field displays the avatar and full name of the person who started the selected Request. Hover your cursor over a user's avatar to view that person's full name.
Participants: The Participants field displays each Request participant's avatar in the selected Request to the time the Request was canceled. Hover your cursor over a user's avatar to view that person's full name.
The following summary displays about a completed Request:
Requested By: The Requested By field displays the avatar and full name of the person who started the selected Request. Hover your cursor over a user's avatar to view that person's full name.
Participants: The Participants field displays each Request participant's avatar in the selected Request. Hover your cursor over a user's avatar to view that person's full name.
The following summary displays about an in-progress Request:
Requested By: The Requested By field displays the avatar and full name of the person who started the selected Request. Hover your cursor over a user's avatar to view that person's full name.
Participants: The Participants field displays each Request participant's avatar in the selected Request to that time. Hover your cursor over a user's avatar to view that person's full name.
The following summary displays about a Request in which an error occurred:
Requested By: The Requested By field displays the avatar and full name of the person who started the selected Request. Hover your cursor over a user's avatar to view that person's full name.
Participants: The Participants displays each Request participant's avatar in the selected Request to the time of the error. Hover your cursor over a user's avatar to view that person's full name.
A Request summary with errors has the following actions:
Follow these steps to manually complete a Request with an error:
Click Confirm. The status for the selected Request changes from Error to Complete.
A Request may be rolled back in the following circumstances:
That user attempting to rollback that Request is a Process Manager.
That Request is in an ERROR state.
If a Request with an error does not meet these conditions, the button to rollback that Request is not available.
Follow these steps to rollback a Request that has an error:
Click Confirm. ProcessMaker Platform rolls back to the previously completed Task.
Fix the error in the affecting Script Task or Data Connector object.
Continue that Request's workflow as normal.
A user may attempt to resume a Request that has a Script Task failed in the following circumstances:
The Request that has an error is not a child Request to a parent Request.
That Request is in an ERROR state.
The error in the Request is caused by one or more Script Tasks which is in an ACTIVE, ERROR, or FAILING state.
The Request does not have any other Tasks that are in ACTIVE, ERROR, or FAILING states.
If a Request with an error does not meet these conditions, the button to retry that Request is not available.
Retrying the Request only attempts to retry the affected Script Task(s) which are in an ACTIVE, ERROR, or FAILING state. If the error for a Request under these circumstances is resolved when retrying that Request, the Request resumes. Its status becomes in-progress. Workflow routes that were in progress prior to the error resume.
If the error for that Request is not resolved, the Request immediately errors again.
Follow these steps to retry a Request that has an error:
Click Confirm. ProcessMaker Platform tries to resume that Request.
View a Request's history.
Request history displays in chronological order with the most recent events at the top.
Follow these steps to view the history:
View one of the following Requests pages:
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
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.
Click the Open Request iconfor a Request. That Request's summary displays.
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.
Click the Open Request iconfor a Request. That Request's summary displays.
Click the Open Request iconfor a Request. That Request's summary displays.
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.
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.
, , or page if the request status is In Progress.
, , or page if the request status is Completed.
, or page if the request status is Canceled.
, , , or page if the request status is Error.
Click the Open Request iconfor a Request. That Request's summary displays.
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.
The history of the Request displays all Request actions. See .
that participants posted to that Request display in chronological order within that Request's history.
Ensure that you are to ProcessMaker Platform.
, , or page if the request status is In Progress.
, , or page if the request status is Completed.
, or page if the request status is Canceled.
, , , or page if the request status is Error.
Click the Open Request iconfor a Request. That Request's summary displays.
Child Requests: The Child Requests field displays any child Requests associated with this Request, referred to as the parent Request when a child Request exists. A child Request is one from which this Request automatically started as designed in its associated Process. All child Requests have their own statuses since each routes independently of their parent Request. Click the link for any child Request to view the Request summary for that child Request. For example, a child Request represents a . If there are no child Requests associated with this Request, the Child Requests field does not display. The status icon displays beside each child Request. See for descriptions of each status icon.
Parent Request: The Parent Request field displays the parent Request associated with this Request, referred to as the child Request when a parent Request exists. The parent Request is one that automatically started this Request as designed in its associated Process. The parent Request has its own status since it routes independently of its child Request(s). Click the link for the parent Request to view the Request summary for that Request. For example, a parent Request represents the main Process that started a request. If there is no parent Request associated with this Request, the Parent Request field does not display. The status icon displays beside the parent Request. See for descriptions of each status icon. Below is an example of a parent Request in a Request summary.
Request cancellation date: The date and time the Request was canceled displays below the Participants field. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Child Requests: The Child Requests field displays any child Requests associated with this Request, referred to as the parent Request when a child Request exists. A child Request is one from which this Request automatically started as designed in its associated Process. All child Requests have their own statuses since each routes independently of their parent Request. Click the link for any child Request to view the Request summary for that child Request. For example, a child Request represents a . If there are no child Requests associated with this Request, the Child Requests field does not display. The status icon displays beside each child Request. See for descriptions of each status icon.
Parent Request: The Parent Request field displays the parent Request associated with this Request, referred to as the child Request when a parent Request exists. The parent Request is one that automatically started this Request as designed in its associated Process. The parent Request has its own status since it routes independently of its child Request(s). Click the link for the parent Request to view the Request summary for that Request. For example, a parent Request represents the main Process that started a Request. If there is no parent Request associated with this Request, the Parent Request field does not display. The status icon displays beside the parent Request. See for descriptions of each status icon. Below is an example of a parent Request in a Request summary.
Request completion date: The date and time the Request was completed displays below the Participants field. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Cancel Request: The Cancel Request field allows a Request participant or ProcessMaker Platform Administrator to cancel the Request if that Request participant's user account has the appropriate permission to cancel Requests for that Process. If your user account does not have the permission(s) to cancel Requests for that Process, the Cancel Request field does not display. See .
Child Requests: The Child Requests field displays any child Requests associated with this Request, referred to as the parent Request when a child Request exists. A child Request is one from which this Request automatically started as designed in its associated Process. All child Requests have their own statuses since each routes independently of their parent Request. Click the link for any child Request to view the Request summary for that child Request. For example, a child Request represents a . If there are no child Requests associated with this Request, the Child Requests field does not display. The status icon displays beside each child Request. See for descriptions of each status icon.
Parent Request: The Parent Request field displays the parent Request associated with this Request, referred to as the child Request when a parent Request exists. The parent Request is one that automatically started this Request as designed in its associated Process. The parent Request has its own status since it routes independently of its child Request(s). Click the link for the parent Request to view the Request summary for that Request. For example, a parent Request represents the main Process that started a Request. If there is no parent Request associated with this Request, the Parent Request field does not display. The status icon displays beside the parent Request. See for descriptions of each status icon. Below is an example of a parent Request in a Request summary.
Request creation date: The date and time the Request was created displays below the Participants field. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Child Requests: The Child Requests field displays any child Requests associated with this Request, referred to as the parent Request when a child Request exists. A child Request is one from which this Request automatically started as designed in its associated Process. All child Requests have their own statuses since each routes independently of their parent Request. Click the link for any child Request to view the Request summary for that child Request. For example, a child Request represents a . If there are no child Requests associated with this Request, the Child Requests field does not display. The status icon displays beside each child Request. See for descriptions of each status icon. Below is an example of a Child Request in a Request summary.
Parent Request: The Parent Request field displays the parent Request associated with this Request, referred to as the child Request when a parent Request exists. The parent Request is one that automatically started this Request as designed in its associated Process. The parent Request has its own status since it routes independently of its child Request(s). Click the link for the parent Request to view the Request summary for that Request. For example, a parent Request represents the main Process that started a request. If there is no parent Request associated with this Request, the Parent Request field does not display. The status icon displays beside the parent Request. See for descriptions of each status icon. Below is an example of a parent Request in a Request summary.
Request error date: The date and time in which the Request error occurred displays below the Participants field. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Locate the Complete field.
Click Complete. A message displays to confirm you want to complete the Request.
A user may rollback to return to a previously completed Task when an error has occurred in that Request. The receives both an in-application and email notification that the Request is in-error. Rolling the Request back places its status as in-progress instead of in error so that the Process Manager may properly route that Request.
The or object that has an error is preceded by a element during that Request's workflow routing.
The Script Task or Data Connector object that has an error has a subsequent element.
Locate the Rollback Request field.
Click Rollback. The Caution screen displays to confirm rollbacking the Request that is in an ERROR state.
That user attempting to retry that Request must have the .
Locate the Retry Request field.
Click Retry. The Caution screen displays to confirm retrying the Request that is in an ERROR state.
Ensure that you are to ProcessMaker Platform.
, , or page if the request status is In Progress.
, , or page if the request status is Completed.
, or page if the request status is Canceled.
, , , or page if the request status is Error.
Click the Open Request iconfor a Request. That Request's summary displays.
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.
Understand what Tasks are in ProcessMaker Platform.
In simple terms, a "Task" represents an activity or work a Request participant must do. This activity may be information that must be provided, reviewed, approved, decided about, or otherwise acted upon via ProcessMaker Platform. However, a Task may also be an activity that occurs in the physical environment in which ProcessMaker Platform is not involved: moving inventory containers or making a phone call, for example. People participate in Processes through Tasks.
For example, each of the following are Tasks that you might use for a purchase process:
An employee enters information about the purchase request, such as items to be requisitioned.
A manager approves or rejects the purchase request.
The purchasing manager enters information on a vendor website to order approved items.
Warehouse personnel move purchased inventory for shipping.
Self-service a Task to review a purchase request by assigning that Task to yourself from a queue of Tasks.
View all your completed Tasks.
The Completed Tasks page displays all your completed Tasks.
Follow these steps to view all your completed Tasks:
Ensure that you are logged on to ProcessMaker.
Click the Tasks option from the top menu. The To Do Tasks page displays.
Below is an example of the Completed Task page that displays your completed Tasks.
The Completed Task page displays the following information in tabular format about all your completed Tasks:
#: The # column displays the Task number.
Task: The Task column displays the name of the assigned Task.
Status: The Status column displays the status of the Task. Since all Tasks in the To Do Tasks page are Tasks you have not completed, all Tasks display with the In Progress status green colored.
Request: The Request column displays the Request associated with the assigned Task. Click the Request name to view the Request summary.
Assignee: The Assignee column displays your avatar since all Tasks in the To Do Tasks page are assigned to you.
Completed: The Completed column displays the date and time the Task is completed. If - displays, then the Task was not completed. 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.
To view a completed Task and its summary, do one of the following:
From the Task column, click the Task name that you want to view.
Click the Task row that you want to view.
To view a Request summary, do one of the following:
From the Request column, click the Request link for the completed Task.
In the Search here field, use Request data to search for Tasks on this page based on the following criteria:
Request: Search using one or more Requests based on the Process names associated with the Request(s).
Task: Search using one or more Task names as part of your search criteria.
Status: Search using one or more of the following Task statuses:
In progress: Include Tasks that are assigned to you which are in progress or not started as part of your search criteria.
Completed: Include Tasks that are you have completed as part of your search criteria.
Self service: Include Tasks that you can assign to yourself, but have not yet been assigned.
You can do basic and advanced searches for Tasks.
If the Saved Searches package is not installed, the Save Search button is not available.
If you have Tasks in the To Do Tasks page, a message displays above your completed Tasks how many overdue Tasks you have.
If you have not completed any Tasks, the following message displays: You don't currently have any tasks assigned to you.
Control how tabular information displays, including how to sort columns or how many items display per page.
View Tasks that are assigned to you that you have not completed.
The To Do page displays all Tasks that are assigned to you.
Follow these steps to view your assigned Tasks:
Ensure that you are logged on to ProcessMaker Platform.
Click the Tasks option from the top menu. The To Do Tasks page displays. Tasks that display on this page are assigned to you.
Below is an example of the To Do Tasks page that displays your assigned Tasks. The Saved Search package is not installed in this example.
The To Do Tasks page displays the following information in tabular format about your assigned Tasks:
Case #: The Case # column displays the Case number associated with the assigned Task.
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. Click the Request name to view the Request summary. 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 assigned Task.
Status: The Status column displays the status of the Task. Since all Tasks in the To Do Tasks page are Tasks you have not completed, all Tasks display with the In Progress status green colored.
Due Date: The Due Date column displays the date and time the Task is due. If - displays, then no due date was set to the Task. 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.
The Preview pane hovers on the right of the To Do Tasks page to display any previewed Task from the list. After previewing a Task, optionally do any of the following:
Return your mouse focus to the Task list to browse other Tasks in the list without closing the Preview pane. You may then click any Task's name from the Task list to display it in the Preview pane.
Click the Prev button or Next button from the Preview pane to view the previous or next Task in the list, respectively. The Prev button is disabled if the first Task in the list previews. Likewise, the Next button is disabled if the last Task in the list previews.
To view an assigned Task and its summary, do one of the following:
Click the Task row that you want to view.
To view a Request summary, do one of the following:
From the Request column, click the Request link for the assigned Task.
In the Search here field, use Request data to search for Tasks on this page based on the following criteria:
Request: Search using one or more Requests based on the Process names associated with the Request(s).
Task: Search using one or more Task names as part of your search criteria.
Status: Search using one or more of the following Task statuses:
In progress: Include Tasks that are assigned to you which are in progress or not started as part of your search criteria.
Completed: Include Tasks that are you have completed as part of your search criteria.
Self service: Include Tasks that you can assign to yourself, but have not yet been assigned.
You can do basic and advanced searches for Tasks.
If the Saved Searches package is not installed, the Save Search button is not available.
A message displays above your assigned Tasks how many of those Tasks are overdue.
Furthermore, the due dates for overdue Tasks display in a different color in the Due column than Tasks that are not overdue.
If there are no assigned Tasks, the following message displays: You don't currently have any tasks assigned to you.
Control how tabular information displays, including how to sort columns or how many items display per page.
View Tasks that you can self-service yourself to completion.
In some business situations it is beneficial to assign yourself Tasks. For example, a team of Support agents that answer customer questions for a product or service can provide faster customer service by self-assigning Tasks from a queue: the next available Support agent views the queue of self-service Tasks, and then assigns one to himself. After self-assigning a Task, that Task is no longer in the queue of self-assignable Tasks; the self-assignee must complete that Task to completion or reassign that Task to another user if option is available for that Task.
Both Tasks and Manual Tasks can be configured for self-service.
If a self-assigned Task is then reassigned to another user, that Task no longer can be self-assigned.
Follow these steps to view the queue of self-service Tasks from which to assign to yourself:
Ensure that you are logged on to ProcessMaker.
Click the Tasks option from the top menu. The To Do Tasks page displays.
Click the Claim Task button to self-assign this Task. This Task moves from the Self Service page to your To Do Tasks page, and its status changes to In Progress.
Below is an example of the Self Service Task page that displays queued Tasks from which you can assign to yourself.
The Self Service Task page displays the following information in tabular format about all your completed Tasks:
#: The # column displays the Task number.
Task: The Task column displays the name of the Task. Click the Task name, and then click the Claim Task button to self-assign that Task.
Status: The Status column displays the status of the Task. Since all Tasks in the Self Service page are Tasks that may be self-assigned, all Tasks display with the Self Service status.
Request: The Request column displays the name of the Process associated with the Request. Click the Process name to view the Request summary.
Assignee: The Assignee column in other Task-related pages displays the user assigned a Task. Since all Tasks in the Self Service page are Tasks that have not been self-assigned, the Assignee column displays no information.
Completed: The Completed column displays the date and time the Task is completed. If - displays, then the Task was not completed. 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.
To view a Task and its summary, do one of the following:
From the Task column, click the Task name that you want to view, and then click the Claim Task button.
To view a Request summary, do one of the following:
From the Request column, click the Request for the completed Task.
Use Request data to search for Tasks on this page based on the following criteria:
Request: Search using one or more Requests based on the Process names associated with the Request(s).
Task: Search using one or more Task names as part of your search criteria.
Status: Search using one or more of the following Task statuses:
In progress: Include Tasks that are assigned to you which are in progress or not started as part of your search criteria.
Completed: Include Tasks that are you have completed as part of your search criteria.
Self service: Include Tasks that you can assign to yourself, but have not yet been assigned.
You can do basic and advanced searches for Tasks.
If the Saved Searches package is not installed, the Save Search button is not available.
If you have Tasks in the To Do Tasks page, a message displays above your completed Tasks how many overdue Tasks you have.
If there are no self service Tasks assigned to your group, the following message displays: No Results.
Control how tabular information displays, including how to sort columns or how many items display per page.
Search for any Task that has been assigned to you.
Follow these steps to do a basic search for a Task:
Ensure that the basic search settings are displaying on the Tasks page you are viewing.
Use Request data to search for Tasks based on the following criteria:
Search using one or more of the following Request statuses:
In progress: Include Tasks that are in progress or not started as part of your search criteria. Tasks that are in progress are included by default when searching for Tasks on the To Do page.
Completed: Include Tasks that are completed as part of your search criteria. Tasks that are completed are included by default when searching for Tasks on the Completed page.
Self service: Include Tasks that you can assign to yourself, but have not yet been assigned. Self service Tasks are included by default when searching for Tasks on the Self Service page.
Follow these guidelines to do an advanced search for a Task using PMQL:
Ensure that the advanced search setting is displaying on the Tasks page you are viewing.
View and send comments to Tasks.
Follow these steps to view posted comments on a Task:
Do one of the following:
From the Task column, click the Task name with the Request displaying in the Request column to view its summary.
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.
Comment: The posted comment displays below the preceding information. The comment may contain tagged users. If a comment is a reply, the source comment displays blue highlighted above the comment.
Follow these steps to post or reply to a Task comment:
Do one of the following:
Post a new Task comment: View the end of the Comments section to locate the Add a comment... field to write and post a new comment to that Task.
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.
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.
Task participants may edit their own comments, but not those posted by others.
Follow these steps to edit one of your Task comments:
Locate your posted Task comment to edit.
Click the Edit button. The edited comment posts. Otherwise, click Cancel.
Task 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 Task comments:
Locate your posted Task comment to delete.
Click Confirm and the comment is deleted from the list of posted comments.
Follow these steps to refresh Task 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.
Click the Completed iconfrom the left sidebar. All your completed Tasks display.
Hover the row, then click the Open Task iconfor the Task name that you want to view.
Hover the row, then click the Open Request iconfor the Request associated with the Task.
If the Saved Searches package is installed, 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 To Do icon in the left sidebar to view which of your assigned Tasks are overdue.
Click the Home breadcrumb icon to go to the Request Participant Home Screen.
Click the To Do icon from the left sidebar to view your assigned Tasks when you are viewing other Task-related pages. Note that if the Saved Search package is installed, the Saved Search for Tasks displays.
Optionally, preview a Task by clicking the Preview icon for that Task. The Preview pane streamlines and accelerates completing your Tasks. Directly interact with information and complete your work without navigating away from the Task list.
Click the icon from the Preview pane to open that Task. Opening the Task displays its Task summary.
Hover the row, then click the Preview icon for the Task name that you want to view.
Hover the row, then click the ellipses icon, and then select the Open Task option for the Task that you want to view.
Hover the row, then click the ellipses icon, and then select the Open Request option for the Request associated with the Task.
If the Saved Searches package is installed, 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.
Click the Self Service iconfrom the left sidebar. The queue of self-service Tasks displays.
Hover the row, then click the Open Task iconfor the Task name that you want to view, and then click the Claim Task button.
Hover the row, then click the Open Request iconfor the Request associated with the Task.
If the Saved Searches package is installed, 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 To Do icon in the left sidebar to view which of your assigned Tasks are overdue.
Click the Home breadcrumb icon to go to the Request Participant Home Screen.
Do or searches for Tasks. To do basic or advanced searches for Tasks, view one of the following Tasks pages:
To Do Tasks page. See .
Completed page. See .
Self Service page. See .
View one of the Tasks pages described in the of this topic.
If not, then click the Basic Search button.
Request: From the Request setting, select one or more Processes associated with a Request as part of the search criteria. Type into the Request setting to filter Processes associated with Requests that display in that setting's drop-down menu. To remove a Process that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Task: From the Task setting, select one or more Task names as part of the search criteria. Type into the Task setting to filter Tasks that display in that setting's drop-down menu. To remove a Task that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Status: From the Status setting, select one or more Task statuses as part of the search criteria. Type into the Status setting to filter statuses that display in that setting's drop-down menu. To remove a status that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Click the Search buttonto search for Requests based on your entered criteria.
Optionally, if the is installed, save and share the Task search by clicking the Save Search button. See .
To , do one of the following:
Click the Open Request iconfor the Request that you want to view its summary.
See .
Use the ProcessMaker Query Language () to compose an advanced search for Tasks.
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.
View one of the Tasks pages described in the of this topic.
If not, then click the Advanced Search button.
In the PMQL setting, enter your PMQL parameters that compose your advanced search. See .
Note that PMQL searches for that have not been self-assigned by a user do not use the because self-service Tasks do not have a Task assignee. Therefore, the _user.ID
Magic Variable is not available when doing advanced searches for self-service Tasks.
Click the Search buttonto search for Tasks based on your entered criteria. If there is no search criteria in the PMQL setting when the Search button is clicked, the following message displays: Search query is empty. Please add search attributes or PMQL before saving.
Optionally, if the is installed, save and share the Task search by clicking the Save Search button. See .
To , do one of the following:
Click the Open Request iconfor the Request that you want to view its summary.
See .
Comments allow participants to solicit and provide feedback on business decisions:
Post Task comments: Post comments to the currently displayed Task. All participants who view that Task 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 .
Tag users in a Task comment: Precede a 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 of the comment they were tagged within, and then may select that notification to view that Task comment. Selecting a notification for a tagged comment opens that Task that contains the tagged comment. If the tagged user is not a Task participant prior to being tagged in a Task comment, that user becomes a Task participant only for that Task.
Use a for the most commonly used Markdown syntax.
Ensure that you are to ProcessMaker Platform.
.
Click the dots icon, then click the Open Task iconfor the Task you want to view its comments.
At the top right, click the icon. Task comments display on the right side of the screen in chronological order. If necessary, click at the bottom menu to update new comments.
Datetime: The datetime displays when the comment was posted. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Edit: If you are the owner of the comment, click the Edit icon to edit the comment. See .
Delete: If you are the owner of the comment, click the Delete icon to delete the comment. See .
Reply: Click the Reply icon to reply the comment. See .
.
Reply to an existing Task comment: Browse through that Task's comment to locate the existing comment to which to reply, and then click the Reply icon at the bottom of that Task comment. The Add a comment... field displays below that Task comment.
From the Add a comment... field, write your Task comment. In the commenting editor, optionally you can use . Use a for the most commonly used Markdown syntax. Follow these guidelines:
Tag users in a Task comment: Precede a 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 of the comment they were tagged within, and then may select that notification to view that Task comment. Selecting a notification for a tagged comment opens that Task summary that contains the tagged comment. If the tagged user is not a Task participant prior to being tagged in a Task comment, that user becomes a Task participant only for that Task.
.
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.
Edit your comment using the commenting editor as you did when you .
.
Click the Delete icon on the bottom right of the posted comment. The Caution screen displays to confirm the deletion of the Task comment.
.
View File Manager that organizes files in ProcessMaker. Note that File Manager is not available in the open-source edition.
When the File Manager package is installed, File Manager becomes available. Use File Manager to manage files that have been added to your personal file manager.
Follow these steps to view the File Manager page:
Log on to ProcessMaker.
Click your user avatar.
The File Manager page displays the following folders by default:
Public files: Manage files that any user may access.
Shared With Me files: Manage files that other users have shared with you.
Understand what File Manager is in ProcessMaker Platform.
Manage files that have been added to your personal file manager. File Manager is part of the File Manager package.
Manage your files in ProcessMaker Platform in the following ways:
Manage files any user may access: Manage files that any user may access.
Manage files that have been shared with you: Manage files that other users have shared with you.
Manage starred files: Manage files that you have deemed important by having starred them.
Manage files in File Manager's "Public" folder that all users may view.
The File Manager package is required to manage public files in File Manager.
The File Manager Public folder contains files available to all users to view, download, share with other users, or rename.
Follow these steps to view all files in the File Manager Public folder:
View File Manager. File Manager displays.
Do one of the following:
Click the Public folder.
The Public folder displays files that all users in your ProcessMaker Platform instance may access.
The Public folder displays the following information in tabular format about public files in File Manager:
Name: The Name column displays the following:
File name: The file name and its file format displays in the Name column. Files uploaded to the Public folder display that file's format unless the file is renamed and its file format is removed.
Folder name: The folder name displays in the Name column for folders created in the Public folder.
Users: The Users column displays the user that added the file to the Public folder as well as any other user that renames that file. Hover your cursor over a user's avatar to view that person's full name.
Size: The Size column displays the size of the file. This column does not apply to folders.
Modified: The Modified column displays the date and time the file was added to the Public folder or last renamed. 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.
By adding a file to the File Manager Public folder, all users may view or rename that file. File Manager incrementally attributes an internal file number to each file added to the Public folder which File Manager references in file comments.
A file cannot be moved or deleted from File Manager after it has been added to a folder.
Follow these steps to add a file to the File Manager Public folder:
View File Manager. File Manager displays.
Browse to the folder in the Public folder to add the file. If that folder does not yet exist, create it.
Do one of the following:
Drag the file to add to the Public folder into the Drop a file here to upload.
Click the Select File button, and then locate the file to add to the Public folder.
ProcessMaker Platform uploads the file. When the file completes the upload a message success displays beside that file's name. Furthermore, the URL to the Public folder displays to indicate where the file has been added.
Click the Done button.
By creating a folder in the File Manager Public folder, all users may see this folder and add files to it.
A folder cannot be moved or deleted from File Manager after it has been created.
Follow these steps to create a folder in the File Manager Public folder:
View File Manager. File Manager displays.
Browse to the folder within the Public folder to create the folder.
In the New Folder setting, enter the name of the folder to create. This setting is required.
Click the Create button.
Follow these steps to rename a file located in the File Manager Public folder:
View File Manager. File Manager displays.
Rename the file. This is a required setting.
Click Save.
Follow these steps to rename a folder located in the File Manager Public folder:
View File Manager. File Manager displays.
Rename the folder. This is a required setting.
Click Save.
View all files in File Manager's "Shared With Me" folder that other users have shared with you.
Follow these steps to view all files in the File Manager Shared With Me folder:
Do one of the following:
Click the Shared With Me folder.
The Shared With Me folder displays files that other users have shared with you.
The Shared With Me folder displays the following information in tabular format about files shared with you in File Manager:
Name: The Name column displays the following:
Size: The Size column displays the size of the file. This column does not apply to folders.
Preview a file from any File Manager folder.
Preview any of the following file types that File Manager supports to preview:
GIF
JPG
MP4
ODP
ODT
OGG
PNG
View one of the following folders in File Manager:
Do one of the following:
Click anywhere in the row containing the file to view.
The selected file displays in preview, as an example shows below. If viewing a supported file type, use that previewer's navigation to browse the file.
Do any of the following:
URL to the file: File Manager displays a direct link to the selected file.
When and whom last modified the file: File Manager displays the datetime and the user who last modified the selected file in File Manager. A file is modified in File Manager when it is renamed.
File type: File Manager displays the selected file's type by its MIME extension.
File size: File Manager displays the file size of the selected file.
The Information icon is selected by default.
View all files in File Manager's "Starred Files" folder that you have deemed important by having starred them.
Follow these steps to view all files in the File Manager Starred Files folder:
Do one of the following:
Click the Starred Files folder.
The Starred Files folder displays files that you have starred.
The Starred Files folder displays the following information in tabular format about starred files in File Manager:
Name: The Name column displays the following:
Size: The Size column displays the size of the file. This column does not apply to folders.
Select Files.
Click the Viewicon beside the Public folder.
Star indicator: The star indicator displays which files you deem important to you by starring them. Files with a solid-colored Star iconare those important to you. View all starred files from the Starred Files folder.
Click the View icon. See View a File from File Manager.
Click the outlined Star icon. See Star a File as Important to You from File Manager.
Click the Download icon. See Download a File or Folder from File Manager.
Click the Share icon. See Share a File from File Manager.
Click the Rename icon for the file to rename. See Rename a File in the Public Folder.
Click the Rename icon for the folder to rename. See Rename a Folder in the Public Folder.
Click the Add Public Files button. The Add Public Files screen displays.
If the file fails to upload, a message error displays beside that file's name. Click the refresh iconto try uploading the file again.
Click the Create Folder button. The Create Folder screen displays.
Locate the file in the Public folder to rename, and then click the Rename icon. The Rename screen displays.
Locate the folder in the Public folder to rename, and then click the Rename icon. The Rename screen displays.
The Shared With Me folder contains files that other have shared with you.
The is required to manage files shared with you in .
. File Manager displays.
Click the Viewicon beside the Shared With Me folder.
Star indicator: The star indicator displays which files you deem important to you by starring them. Files with a solid-colored Star iconare those important to you. .
File name: The file name and its file format displays in the Name column. A file displays its file format in the name unless the and its file format is removed.
Folder name: The folder name displays in the Name column for . Files shared with you display within the folder(s) that they are stored from the originating folder.
Users: The Users column displays the user that as well as any other user that renames that file in the Public folder. 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 file was added to the Public folder or last renamed. 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 icon. See .
Click the outlined Star icon. See .
Click the Download icon. See .
Click the Share icon. See .
The is required to view a file in .
Follow these steps to view a file from :
. File Manager displays.
Click the View iconfor the file to view.
If the file is not a supported file type that File Manager previews, the following message displays: This file is an unsupported file type.. Click the download button to continue. Click the Download button to download the file.
Click the Information iconto view the following details about the selected file:
When and whom added the file: File Manager displays the datetime and the that added the selected file to File Manager.
Click the Download iconto download the selected file.
Click the Comments iconto view or post comments about the selected file. See .
Click the Share iconto share the selected file with another user. See .
Click the Star iconto indicate or not indicate that the selected file is important to you. Follow these guidelines:
Star a file: Click the outlined Star iconwhen that icon is not solid-coloredto star this file. The Starred Files folder in File Manager contains this file with all other files you deem important.
Unstar a file: Click the solid-colored Star iconwhen that icon is not outlinedto unstar this file.
The Starred Files folder contains files that you have indicated are important to you by starring them.
The is required to manage files starred files in .
. File Manager displays.
Click the Viewicon beside the Starred Files folder.
Star indicator: The star indicator displays which files you deem important to you by starring them. All files in the Starred Files folder display the solid-colored Star iconas those important to you.
File name: The file name and its file format displays in the Name column. A file displays its file format in the name unless the and its file format is removed.
Folder name: The folder name displays in the Name column for . Files shared with you display within the folder(s) that they are stored from the originating folder.
Users: The Users column displays the user that as well as any other user that renames that file in the Public folder. 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 file was added to the Public folder or last renamed. 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 icon. See .
Click the solid-colored Star icon. See from File Manager.
Click the Download icon. See .
Click the Share icon. See .
Share a file from File Manager with other users.
The File Manager package is required to share a file from File Manager.
Follow these steps to share a file from File Manager with other users:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to share.
View the Shared with Me folder, and then locate the file to share.
View the Starred folder, and then locate the file to share.
Preview a file to share.
In the Share screen, enter with which user(s) to share this file.
Click Save. The following message displays: Shared users successfully updated.. The user(s) with which the file is shared receives a notification of the shared file.
Download a file or the contents of a folder from File Manager.
The File Manager package is required to download a file or folder contents from File Manager.
Follow these steps to download a file from File Manager:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to download.
View the Shared with Me folder, and then locate the file to download.
View the Starred folder, and then locate the file to download.
Preview a file to download.
File Manager compresses the contents of a File Manager folder when it is downloaded. File Manager by default names the compressed file folder
. The compressed folder
file contains the name of the downloaded File Manager folder as well as all the files that File Manager folder contains.
Follow these steps to download a folder from File Manager:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to download.
View the Shared with Me folder, and then locate the file to download.
View the Starred folder, and then locate the file to download.
Indicate that a file in File Manager is important to you.
The File Manager package is required to star or unstar a file in File Manager.
Starring a file indicates that the selected file is important to you. The Starred Files folder in File Manager contains all of your starred files.
Follow these steps to star a file in File Manager:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to star.
View the Shared with Me folder, and then locate the file to star.
View the Starred folder, and then locate the file to star.
Preview a file to star.
Unstarring a file in File Manager indicates that the selected file is not important to you.
Follow these steps to unstar a file in File Manager:
View File Manager. File Manager displays.
Do one of the following in File Manager:
View the Public folder, and then locate the file to unstar.
View the Shared with Me folder, and then locate the file to unstar.
View the Starred folder, and then locate the file to unstar.
Preview a file to unstar.
Use ProcessMaker's AI Assistant to search for Request, Task, and Process names quickly by entering natural language phrases or questions pertaining to that information.
Follow these steps to search Request, Task, or Process names using AI Assistant:
Click the Global Search bar. The following displays:
Do one of the following:
Click a search result. AI Assistant displays the search result, and the
Use combinations of the following for AI Assistant to display suggestions to help you search for Request, Task, or Process names:
Time-based prompts
Prompts for users
Prompts for Process names
Prompts for Requests
Prompts for Tasks
Prompts by status
Use time-based natural language prompts for suggestions to find Request, Task, or Process names, such as but not limited to the following:
today
last week
Enter a date or a range of dates
AI Assistant provides suggestions based on these and similar time-based words and phrases.
Do one of the following to search for users in Request, Task, or Process names:
Enter the word user
into the Global Search bar. AI Assistant provides suggestions using the term user
and user name
. Select a suggestion for more suggestions, or enter natural language based on a displayed suggestion to search for Request, Task, or Process name.
Enter any user name that is in your ProcessMaker Platform instance. AI Assistant provides suggestions using that user's name.
Enter any user's full name that is in your ProcessMaker Platform instance. AI Assistant provides suggestions using that person's full name.
Use the partial or complete Process name to prompt suggestions. Alternatively, enter a partial or complete Process name, and then press Enter. Use natural language phrases such as but not limited to the following:
starting with
ending with
containing
AI Assistant displays the Processes page with results that match the entered text.
Use the partial or complete Request name to prompt suggestions. Alternatively, enter a partial or complete Request name, and then press Enter. Use natural language phrases such as but not limited to the following:
starting with
ending with
containing
AI Assistant displays the Requests page with results that match the entered text.
Use the partial or complete Task name to prompt suggestions. Alternatively, enter a partial or complete Task name, and then press Enter. Use natural language phrases such as but not limited to the following:
starting with
ending with
containing
AI Assistant displays the Tasks page with results that match the entered text.
Use status-based natural language prompts for suggestions to find Requests and Tasks based on the entered status(es).
View and send comments while viewing files.
Follow these steps to view posted comments in a file preview:
Each posted comment contains the following information:
Avatar: The user's avatar identifies the sender of each comment. Hover your cursor over a user's avatar to view that person's full name.
Follow these steps to post a file comment:
Text styles, including bold, italics, strikethrough, and code styles: Click a text style button from the commenting editor toolbar. The commenting editor displays both the preceding and following 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, click the Bold text style button from the commenting editor toolbar. Four asterisks display 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. Alternatively, write your text in plain text, highlight the text to display in a particular text style, and then click that text style's button.
Optionally, click the Preview tab to preview your currently written comment as it would display after it is posted.
Click the Send button. The comment posts.
Follow these steps to edit one of your file comments:
Locate your posted file comment to edit.
Click the Update Comment button. The edited comment posts.
Follow these steps to delete one of your file comments:
Locate your posted file comment to delete.
Click Confirm and the comment is deleted from the list of posted comments.
Click the Share icon. The Share screen displays.
Click the Download icon, and then locate to where on your computer or network to download the file.
Click the Download icon, and then locate to where on your computer or network to download the file named folder
. Optionally, rename folder
prior to selecting to where to download the File Manager folder contents.
Click the outlined Star iconif that file's icon is not solid-colored. The selected file is now starred. The Starred Files folder in File Manager contains that file with all other files you deem important.
Click the solid-colored Star iconif that file's icon is not outlined. The selected file is now unstarred. The Starred Files folder in File Manager contains that file with all other files you deem important.
The Global Search bar at the top of your dashboard provides quick access to search , , and data. From any page within ProcessMaker Platform, and using English and most non-English languages, enter everyday words and phrases in the Global Search bar without using syntax.
to ProcessMaker Platform.
Locate the Global Search bar at the top-right of the platform.
Suggested searches: AI Assistant displays suggestions for you to search.
Recent Searches: The Recent Searches section displays recent searches. Click a recent search to quickly filter data, or clear the recent searches by clicking Clear. Otherwise, if there are no recent searches, the following message displays: The history is empty.
Select a suggestion: Select a suggestion from which to customize the search. For example, to search for all Requests started by a specific user, select the prompt show me all requests by 'username'. AI Assistant then lists user names based on that suggestion to search for that user's started Requests.
Enter a prompt to perform a search: Enter a prompt from which to search data, and then press Enter. For example, enter show me
or show Requests started by Louis Canera
. The Search result section loads all available search results. Search using English and most non-English languages.
ProcessMaker Query Language ( Optionally save this criteria as a .
File comments allow to view and post comments on previewed files in :
Post file comments: Post comments to the currently displayed file preview. Any user that views that file preview can see and reply to those comments. Write and preview comments using rich text features including but not limited to text styles, images, hyperlinks, and lists. The commenting editor uses . Request participants may edit and/or delete their posted comments.
Tag users in a file comment: Precede a 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 of the comment they were tagged within, and then may select that notification to view File Manager.
Use a for the most commonly used Markdown syntax.
Both the package and package must be installed to use file commenting functions.
.
. File Manager displays.
.
Click the Comments icon. Posted file comments display in that file's preview in chronological order. The comment icondistinguishes comments from actions in the Request history. The comment icon displays for each posted file comment except those posted as replies to a comment.
Optionally, while viewing that file's preview.
Datetime: The datetime displays when the comment was posted to the Request summary. The time zone setting to display the time is according to the ProcessMaker instance unless your Time zone setting is specified.
File number: The file number displays to the right of the datetime showing to which internal File Manager file number the comment was posted. File Manager incrementally attributes an internal file number to each file .
Comment: The posted comment displays below the preceding information. The comment may contain .
.
to which to post a comment.
Locate the Write tab below the posted comments to write a comment to that file.
From the Write tab, write your comment. Optionally use rich text features such as text styles, images, hyperlinks, lists, code-, and/or quote-styles. The commenting editor uses . Use a for the most commonly used Markdown syntax. Follow these guidelines:
Add an image: Click the Image button from the commenting editor toolbar. A screen displays to enter the absolute URL to the image to display in the comment. In the Please enter image url setting, enter the image's absolute URL, and then click OK.
Add a hyperlink: Select the text in the commenting editor to display as a hyperlink, and then click the Link button from the commenting editor toolbar. A screen displays to enter the hyperlink available from the selected text. In the Please enter link setting, enter the hyperlink available from the selected text, and then click OK.
Tag users in a Request comment: Precede a 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 of the comment they were tagged within, and then may select that notification to view File Manager.
.
may edit their own comments, but not those posted by others.
from which to edit one of your comments.
Click the Edit Comment iconon the top right of the posted comment. The commenting editor displays with the posted comment contents.
Edit your comment using the commenting editor as you did when you .
.
may delete their own comments, but not those posted by others. If the comment being deleted has replies, then its replies are also deleted.
from which to delete one of your comments.
Click the Remove Comment iconon the top right of the posted comment. The Caution screen displays to confirm the deletion of the file comment.
Use PMQL to search through Requests, Tasks, and Collection records in your ProcessMaker Platform Spring 2023 instance.
Understand what ProcessMaker Query Language (PMQL) is.
ProcessMaker Query Language (PMQL) is a custom language to search ProcessMaker Platform data. Similar in ways to search query language (SQL), which is a standard language for storing, manipulating and retrieving data in databases, use PMQL to find Requests, Tasks, and Collection record information.
Use PMQL in the following ways:
Requests: Perform advanced searches to find Request summaries.
Tasks: Perform advanced searches through your Tasks.
Collection records: Search through the records in a Collection.
To understand how to use PQML, understand the basic concepts how to compose a PMQL search query:
Syntax: Syntax specifies how to compare, combine, exclude, or group the "building blocks" of a PMQL search query. An example of a comparative operator is to compare if the last name of a Request participant is (or is not) "Canera".
Data types: Data types specify which type of ProcessMaker Platform data to search. There are three data types in PMQL: Request
, Task
, and Collection
.
Properties: Properties are the "building blocks" from which to compose PMQL queries regardless of which data type a PMQL query applies. Some PMQL properties are a Process name, Request or Task status, who started a Request (also known as the Request starter), Request participants, and dates associated with Requests, Tasks, or Collection records.
ProcessMaker Query Language (PMQL) data types indicate the type of ProcessMaker Platform data to find: for Requests, Tasks, or Collection records.
Request
When performing PMQL search queries from any of the pages accessible from the Requests top menu option, PMQL uses the Request
data type to apply PMQL syntax. Selecting any PMQL search result displays the Request summary for that result.
The Request
PMQL data type can use the following PMQL properties:
Task
When performing PMQL search queries from any of the pages accessible from the Tasks top menu option, PMQL uses the Task
data type to apply PMQL syntax. Selecting any PMQL search result displays the Task summary for that result.
The Task
PMQL data type can use the following PMQL properties:
Collection
The Collection
PMQL data type can use the following PMQL properties:
Use these ProcessMaker Query Language (PMQL) properties for Request PMQL search queries.
completed
: Request's Completion Datetimecompleted
property represents when the Request completes.
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
Keywordsecond
minute
hour
day
See Example 2 how this property can apply to Service Level Agreement (SLA) contract compliance.
Purpose of the search: Find completed Requests for the Purchase Request Process between February 3, 2020, and February 10, 2020.
Purpose of the search: Find completed Requests for the "SLA for Purchase Request Process" that started on or after March 1, 2020, but did not complete on or prior to March 4, 2020, for purchase orders submitted through the New York or Chicago branches that are at least $10 million.
Branch: The Branch
Request variable stores to which company branch office a purchase request was submitted. Different branch offices might have different Service Level Agreement (SLA) contract requirements for which they must comply. For example, the New York and Chicago offices must complete a purchase request within three (3) days; the Charlotte office must complete requests within five (5) days.
TotalCost: The TotalCost
Request variable stores the total amount for the purchase request.
This example uses the OR
operator to search for any of multiple properties within an AND
operator to find those Requests associated with either the New York or Chicago branches.
Use a PMQL search query similar to this example to monitor which Requests completed past the sanctioned time period a SLA contract allows. In this example, if a Request completes three (3) days or later from when it starts for high-profile purchase requests and/or for flagship offices, then a company executive can apologize to the client for the late service delivery.
created
: Request's Creation DatetimePurpose of the search: Find Requests for the Employee Onboarding Process that were created on or after July 1, 2020.
Note the following:
Purpose of the search: Find created Requests for the Student Enrollment Process that have been canceled or encountered an error.
Note the following:
This example uses multiple operators: AND
and OR
. The AND
operator searches for multiple required properties while the OR
operator within one of the AND
operators searches for any of multiple property values.
data
object: Search Request Data for Specific Request InformationUse the data
JSON object to search for Request data associated with the sought Request(s). The data
JSON object represents Request data: each Request's JSON data model contains the accumulation of all JSON objects and arrays for that Request. The data
JSON object also contains the record data for a Collection. The key names for each JSON object or array derive from the Variable Name setting values in the Screens used for Tasks in each Request or any data injected into that Request's JSON data model by Scripts run via Script Task elements or calls to the RESTful Application Program Interface (API).
Search for Requests that apply to a specific customer in a Loan Request Process.
Search for Requests in a Purchase Request Process in which a purchase request amount is greater than $500 but less than $10,000.
Search for which registered conference attendees that were required to enter their job title are similar to "Product Manager," such as "Project Manager."
To determine what the Variable Name setting is for a control that stores Request information you seek, do one of the following:
View the Screen for the Task in which Request participants enter the information you seek, and then make note of the pertinent control's Variable Name setting. Note that your user account or group membership must have the Screens: View Screens permission.
The data
JSON object precedes the Variable Name setting value, as noted above. Use JSON dot notation to reference sub-properties in the referenced Screen control if necessary.
Purpose of the search: Find Requests that the business customer named Acme Products submitted in a Loan Request Process.
When submitting a business loan request, the business must enter the business's name into a Line Input control of which its Variable Name setting is BusinessName
.
Note the following:
Purpose of the search: Find Requests associated with the Purchase Request Process in which the total purchase request cost amount is greater than $500 but less than $10,000.
id
: Request ID Numberid
property represents the Request ID number associated with the sought Request's Process as displayed in the # column of Request pages.
modified
: Datetime Request Was Last Modifiedmodified
property represents when the Request was last modified. A Request modifies when its JSON object model is changed from a Script, a user action, an application program interface (API) call, or any other means.
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
Keywordsecond
minute
hour
day
Purpose of the search: Find Requests for the Student Enrollment Process that were modified on or after July 1, 2020 but before July 8, 2020.
Note the following:
Purpose of the search: Find modified Requests for the Student Enrollment Process for Seniors in all Engineering-related majors except Mechanical Engineering in which their grade point average (GPA) is or less than 2.5.
Grade: The Grade
Request variable stores which grade for each student is this year.
Major: The Major
Request variable stores the major for each student.
participant
: Request Participant by User Nameparticipant
property represents the user name(s) of the person(s) that have participated in the sought Request. Request participants display in the Participants column of Request pages.
Enter the participant
property value in quotation marks. Example: "lcanera"
. The property value is not case-sensitive.
Purpose of the search: Find Requests that started two days ago associated with the Account Opening Process in which lcanera
and jlowell
have participated.
Note the following:
Purpose of the search: Find all Requests for Processes with IDs 10 and 12 except those in which bfrizzel
has participated.
process_id
: Process ID Number Associated with the Requestprocess_ID
property represents the Process ID number associated with the sought Request(s).
From the Web browser address bar, note the number immediately after modeler/
. This number is the Process ID to use with the process_id
property.
request
: Request Namerequest
property represents the name of the sought Request(s).
Request names display in the Name column of Request pages. The Name column displays the Process name associated with the Request.
Enter the request
property value in quotation marks. Example: "ProcessName"
. The property value is not case-sensitive.
requester
: Requester's User Namerequester
property represents the user name of the person who started the sought Request (called the Request starter).
Enter the requester
property value in quotation marks. Example: "lcanera"
. The property value is not case-sensitive.
Purpose of the search: Find canceled Requests started by either jlowell
or sparkles
on or after July 1, 2020 associated with Processes that contain "Course" followed by any five characters in its name.
Note the following:
This example uses multiple operators: AND
and OR
. The AND
operator searches for multiple required properties while the OR
operator within one of the AND
operators searches for any of multiple property values.
started
: Datetime Request StartedPurpose of the search: Find Requests for the Travel Request Process that started on or after January 1, 2020, but before March 1, 2020.
Note the following:
Note the following:
TotalCost: The TotalCost
Request variable stores the calculated total cost of the travel request.
Departure: The Departure
Request variable stores the requested departure date.
Return: The Return
Request variable stores the requested return date from travel.
status
: Request Statusstatus
property represents the status(es) for the sought Request(s).
Enter the status
property value in quotation marks. Example: "in progress"
. Values for the status property are not case-sensitive.
Use the following values for the status
property:
In Progress: The sought Request is in-progress.
Canceled: The sought Request has been canceled.
Error: The sought Request has an error.
Purpose of the search: Find completed Requests associated with the Student Enrollment Process in which the either lcanera
or bfrizzel
are Request participants.
Note the following:
Purpose of the search: Find completed Requests associated with the University Admission Process that completed at or prior to June 15, 2020.
Note that PMQL interprets strings in the format YYYY-MM-DD HH:MM:SS
as dates and can be used in comparative queries if that string is in quotation marks ("2020-06-15 00:00:00"
).
ProcessMaker Query Language () uses three . A data type specifies to which ProcessMaker Platform data the PMQL syntax applies. Syntax indicates how to interpret (parse) that data.
When performing PMQL search queries from any Collection accessible from the Collections sidebar iconin the Admin top menu option, PMQL uses the Collection
data type to apply PMQL syntax. PMQL search queries apply to records within the displayed Collection. Selecting any PMQL search result displays the Collection record for that result.
The following ProcessMaker Query Language () properties apply to the Request
data type to perform PMQL search queries from any of the pages accessible from the Requests top menu option. Selecting any PMQL search result displays the Request summary for that result.
Use the to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
This example uses the AND
to search for multiple required property values.
This example uses the . The request
property value ("Purchase Request Process"
) is not case-sensitive.
.
This example uses the that represents Request data. The following Request variables store Request data that this PMQL search query references:
The created
property is similar to the , in that when a Request starts, it is created. The created
property applies to when our API creates a Request, while the started
property pertains to when a user uses the user interface to start a Request.
Use the to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
This example uses the AND
to search for multiple required property values.
This example uses the . The request
property value ("Employee Onboarding Process"
) is not case-sensitive.
.
This example uses the that uses the canceled
and error
values.
Using the data
JSON object in PQML search queries helps answer the question "Which Request(s) have specific information in them that I seek?" Use to compare the value for a particular Screen control to find Requests that only contain the value(s) you seek. For example:
View the to view the data from a completed Request, and then use the specific key name (represented in red-colored text) to search Request information from that control. Spaces are allowed between operators. Example: data.last_name = "Canera"
. Note that your user account or group membership must have the permission. Ask your Administrator if you do not see the Data tab in completed Requests.
The examples for the data
object use the AND
to require all properties in the PMQL search query to be required.
These examples also use the . The request
property value (such as"Loan Request Process"
) is not case-sensitive.
.
A control of which its Variable Name setting is TotalCost
stores the total cost amount of the purchase request. This example uses two AND operators, one which determines the cost range.
This id
property only applies to Request-related PMQL search queries, and is distinct from the or for the .
This example uses the AND
to require multiple property values for the search.
Use the to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
This example uses the AND
to search for multiple required property values.
This example uses the . The request
property value ("Student Enrollment Process"
) is not case-sensitive.
.
Note that PMQL search queries are case sensitive. This example uses the that represents Request data. The following Request variables store Request data that this PMQL search query references:
GPA: The GPA
Request variable stores the GPA for each student as a string. To do a numerical comparison, this example uses the to convert the text to a number.
This example uses the AND
to search for multiple required property values.
This example uses the . The request
property value ("Account Opening Process"
) is not case-sensitive.
This example uses the to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the chronological unit of measurement is singular (day
).
.
Note that this example uses the , which is the Process's ID number.
Process IDs do not display in the Processes page. However, if you have permissions to edit Process models, then determine the Process ID by doing the following:
. The Processes page displays.
Click the Open Modeler iconto edit the Process model associated with the sought Requests. Process Modeler displays.
Purpose of the search: Find Requests associated with Process IDs are 3 and 7. This example uses the OR
to search for any of multiple properties.
This example uses the . The status
property values (such as "in progress"
) are not case-sensitive.
This example uses the to represent the current datetime, and then uses the Less Than (<
) to determine the datetime two days ago. Note that the unit of chronological measurement (day
) is singular.
.
Purpose of the search: Find all Requests started by either jlowell
or sparkles
. This example uses the OR
to search for any of multiple properties.
This example uses the to search for when Requests started by a particular date. Note that PMQL interprets strings in the format YYYY-MM-DD HH:MM:SS
as dates and can be used in comparative queries if that string is in quotation marks ("2020-01-01 00:00:00"
).
This example uses the . The request
property value ("Course_____"
) is not case-sensitive.
This example uses the : functioning as a wildcard, each underscore character (_
) represents one wildcard character up to the number of underscores in the string that is in quotation marks.
.
The started
property is similar to the , in that when a Request starts, it is created. The created
property applies to when our API creates a Request, while the started
property pertains to when a user uses the user interface to start a Request.
Use the to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
This example uses the AND
to search for multiple required property values.
This example uses the . The request
property value ("Travel Request Process"
) is not case-sensitive.
.
Purpose of the search: Find Requests for the Travel Request Process that started after March 1, 2020, in which their expected travel cost is at least $1,500, the departure date is later than March 7, 2020, and the return date is later than March 14, 2020. This example uses the that represents Request data.
Completed: The sought Request is completed. Using the "completed"
value is identical to using the .
This example uses multiple : AND
and OR
. The AND
operator searches for multiple required properties while the OR
operator within one of the AND
operators searches for any of multiple property values.
This example uses the . The request
property value ("Student Enrollment Process"
) is not case-sensitive.
This example uses the . The participant
property value (such as "lcanera"
) is not case-sensitive.
.
Save and share search parameters related to Requests, Tasks and Collections.
Use these ProcessMaker Query Language (PMQL) properties for Collection record PMQL search queries.
The following ProcessMaker Query Language (PMQL) properties apply to the Collection
data type to perform PMQL search queries from any of the pages accessible from the Collections sidebar icon in the Admin top menu option. PMQL search queries apply to records within the displayed Collection. Selecting any PMQL search result displays the Collection record for that result.
created
: Record's Creation Datecreated
property represents when the record was created from the currently displayed Collection.
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
Purpose of the search: Find Collection records created on or after March 14, 2020.
Purpose of the search: Find Collection records created one day ago for newly registered Freshmen students in which their academic interests include engineering-related majors except software engineering.
This example uses the data
object. The data
object stores the accumulated data from Screen controls used to create and edit records in its Collection by referencing the controls' Variable Name setting values.
A Select List control in which its Variable Name setting value is AcademicInterests
stores multiple options in a JSON object that each Freshman student selected as academic interests.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses LIKE
operator with the %
wildcard to search for any Task name that includes the characters engineering
as an academic interest, but excludes those records with software
preceding any academic interest.
PMQL search queries are case sensitive. This example uses the lower
function to ensure all options from AcademicInterests
are evaluated regardless of their case sensitivity.
data
object: Search Collection Data for Specific Record InformationUse the data
JSON object to search for sought Collection records. The data
object stores the accumulated data from Screen controls used to create and edit records in its Collection by referencing the controls' Variable Name setting values.
All JSON objects and arrays within the JSON object named data
is the accumulation of data for each Collection. Each Request also stores its Request data in a data
JSON object. The key names for each JSON object or array derive from the Variable Name setting values in the Screens used for that Collection or any data injected into that Collection's JSON data model by Scripts or calls to the RESTful Application Program Interface (API).
Using the data
JSON object in PQML search queries helps answer the question "Which Collection records have specific information in them that I seek?" Use operators to compare the value for a particular Screen control to find records that only contain the value(s) you seek.
To determine what the Variable Name setting is for a control that stores Collection record information you seek, view the Screen that contains the control into which the sought data was entered and/or edited. Collections use as many as two Screens: one into which to enter data when a record in that Collection is created, and one from which record data is edited. The same Screen may be used for both purposes. Note that your user account or group membership must have the Screens: View Screens permission.
The data
JSON object precedes the Variable Name setting value, as noted above. Use JSON dot notation to reference sub-properties in the referenced Screen control if necessary.
Purpose of the search: Find Collection records in which Business majors have enrolled in at least 18 credits this semester.
When submitting which courses to enroll that semester, each student must enter the following information into a Screen that becomes data in that Collection record when that Screen is submitted:
A Select List control of which its Variable Name setting is Major
stores the JSON object value for the option that each student selects as a major.
A Line Input control of which its Variable Name setting is TotalCredits
stores as an integer the sum of all credits that the student selected for enrollment.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
Purpose of the search: Find Collection records in which employment candidates had programming experience in at least JavaScript and Python and had "Manager" in a job title.
When submitting a job application, each candidate must enter the following information into a Screen that becomes data in that Collection record when that Screen is submitted:
A Select List control of which its Variable Name setting is CodingLanguages
stores the JSON object value of programming languages in which the employment candidate has experience.
A Loop control contains a Line Input control that stores the job title for each position the employment candidate held. The Variable Name setting values for each control are Jobs and JobTitle, respectively.
id
: Collection Record ID Numberid
property represents the ID number for the sought record(s) from the currently displayed Collection.
This id property only applies to Collection record-related PMQL search queries, and is distinct from the id
property for the Request
data type or for the id
property for the Task
data type.
Purpose of the search: Find Collection records that are newer than record ID 7.
Purpose of the search: Find Collection records newer than Task ID 7 that were created after March 14, 2020.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the created
property to search for which Collections were created by a particular date. Note that PMQL interprets strings in the format YYYY-MM-DD HH:MM:SS
as dates and can be used in comparative queries if that string is in quotation marks ("2020-03-14 00:00:00"
).
modified
: Datetime Record Last Modifiedmodified
property represents when the record was last modified from the currently displayed Collection. A record modifies when the contents of the a record changes from any of the following:
A record is manually changed by a user that has permission to edit records in that record's Collection.
A Script adds or modifies data in a record.
A record is modified via the RESTful API.
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
Purpose of the search: Find Collection records modified less than 30 minutes ago.
Note that this example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime 30 minutes ago that the applicable Collection records were modified. Note that the unit of chronological measurement (minute
) is singular.
Purpose of the search: Find Collection records modified one day ago associated with students whose graduation year is 2022 and who last met their advisor more than six months ago.
This example uses the data
object. The data
object stores the accumulated data from Screen controls used to create and edit records in its Collection by referencing the controls' Variable Name setting values. The following Screen controls store data that this PMQL search query references:
GraduationYear: The GraduationYear
control stores at which year a student graduates. This value is stored as a string.
AdvisorMeetingDate: The AdvisorMeetingDate
control stores at which date a student met with her or his advisor.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the CAST
function to convert the string to a number for comparison in the PMQL search.
Use these ProcessMaker Query Language (PMQL) properties for Task PMQL search queries.
The following ProcessMaker Query Language (PMQL) properties apply to the Task
data type to perform PMQL search queries from any of the pages accessible from the Tasks top menu option. Selecting any PMQL search result displays the Task summary for that result.
completed
: Datetime Task Completedcompleted
property represents when the Task completes. The completed
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that created the sought Task(s).
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
hour
day
Purpose of the search: Find completed Tasks named Student Registration in the Student Enrollment Process that completed after they were due three days ago.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the task
property. The task
property value ("Student Registration"
) is not case-sensitive.
This example uses the request
property. The request
property value ("Student Enrollment Process"
) is not case-sensitive.
This example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime four (4) days ago for completed Tasks that completed later than when they were due three (3) days ago. Note that the unit of chronological measurements (day
) is singular.
Purpose of the search: Find completed Tasks named Submit Employment Application in the Candidate Review Process in which employment candidates had programming experience in at least JavaScript and Python and had "Manager" in a job title.
This example uses the LIKE
operator to find text in a specified JSON array within Request data. For example, PMQL finds the string JavaScript
in the key name CodingLanguages
regardless of what string precedes or follows the sought pattern because the %
wildcard before and after the sought pattern disregards all content in the JSON array preceding and following that pattern, respectively.
This example uses the data
object that represents Request data. The following Request variables store Request data that this PMQL search query references:
CodingLanguages: The CodingLanguages
Request variable stores one or more selections from a Select List control of programming languages in which the employment candidate has experience. The Request data stores the Select List control selection(s) in a JSON array that contains both the value and content for each option in the Select List control.
JobTitle: The JobTitle
Request variable stores the job title for each position the employment candidate held. A Loop control called Jobs
contains a set of controls to enter information about each position the candidate held, among them being a Line Input control called JobTitle
.
created
: Task's Creation Datetimecreated
property represents when the Request creates the Task. The created
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that created the sought Task(s).
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
hour
day
See Examples 1 and 2 how this property can apply to Service Level Agreement (SLA) contract compliance.
Purpose of the search: Find created Tasks from two hours ago named Package Purchased Items in the Fulfill Purchase Delivery Process that started less than 30 minutes ago.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the task
property. The task
property value ("Package Purchased Items"
) is not case-sensitive.
This example uses the request
property. The request
property value ("Fulfill Purchase Delivery Process"
) is not case-sensitive.
This example uses the started
property to find those Tasks that started 30 minutes ago.
This example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime two (2) hours ago and 30 minutes ago that the applicable Task(s) was created and started, respectively. Note that the unit of chronological measurements (hour
and minute
) are singular.
Use a PMQL search query similar to this example to monitor how much time passes from when a Task was created and that Task starts. A PMQL query similar to this example can determine which Tasks are being started later than the sanctioned time period a Service Level Agreement (SLA) contract allows from when that Task was created. For example, if a SLA contract states that a Task applicable to the contract must start within 1.5 hours from when its Request creates it, use a PMQL search query similar to this example to find only those Tasks that started less than 30 minutes ago, therefore longer than the 1.5 hours allowed by the SLA contract.
Purpose of the search: Find created Tasks associated with the Node Identifier setting value node_6
in Requests associated with Process ID 12 from two hours ago that have completed less than 30 minutes ago.
Note the following:
This example uses the element_id
property to reference the Node Identifier setting value (node_6
) from the Process model for the sought Task's element.
This example uses the process_id
property to reference the Process ID number (12
) associated with the sought Task(s).
This example uses the completed
property. The completed
property value compares the datetime that the Task completed.
Use a PMQL search query similar to this example to monitor how much time passes from when a Task was created and that Task completes. A PMQL query similar to this example can determine which Tasks are being completed later than the sanctioned time period a Service Level Agreement (SLA) contract allows from when that Task was created. Unlike Example 1 that identifies the Task to monitor by its name, this example identifies the Task by its Node Identifier setting value in a specified Process model. Otherwise, this example serves a similar purpose to monitor SLA contract compliance as does Example 1.
data
object: Search Request Data for Specific Request InformationUse the data
JSON object to search for Request data associated with the sought Task(s). The data
JSON object represents Request data: each Request's JSON data model contains the accumulation of all JSON objects and arrays for that Request. The data
JSON object also contains the record data for a Collection. The key names for each JSON object or array derive from the Variable Name setting values in the Screens used for Tasks in each Request or any data injected into that Request's JSON data model by Scripts run via Script Task elements or calls to the RESTful Application Program Interface (API).
Using the data
JSON object in PQML search queries helps answer the question "Which Request(s) have specific information in them for Tasks that I seek?" Use operators to compare the value for a particular Screen control to find Requests that only contain the value(s) you seek. For example:
Search for Requests that apply to a specific customer in a Loan Request Process.
Search for Requests in a Purchase Request Process in which a purchase request amount is greater than $500 but less than $10,000.
Search for which registered conference attendees that were required to enter their job title are similar to "Product Manager," such as "Project Manager."
To determine what the Variable Name setting is for a control that stores Request information you seek, do one of the following:
View the Screen for the Task in which Request participants enter the information you seek, and then make note of the pertinent control's Variable Name setting. Note that your user account or group membership must have the Screens: View Screens permission.
View the Data tab in the summary for a completed Request to view the data from a completed Request, and then use the specific key name (represented in red-colored text) to search Request information from that control. Spaces are allowed between operators. Example: data.last_name = "Canera"
. Note that your user account or group membership must have the Requests: Edit Request Data permission. Ask your Administrator if you do not see the Data tab in completed Requests.
The data
JSON object precedes the Variable Name setting value, as noted above. Use JSON dot notation to reference sub-properties in the referenced Screen control if necessary.
Purpose of the search: Find in-progress Tasks named Approve Semester Courses in the Student Enrollment Process in which Business majors have enrolled in at least 18 credits this semester.
When submitting which courses to enroll that semester, each student must enter the following information into a Screen that becomes Request data when that Screen is submitted:
A Select List control of which its Variable Name setting is Major
stores the JSON object value for the option that each student selects as a major.
A Line Input control of which its Variable Name setting is TotalCredits
stores as an integer the sum of all credits that the student selected for enrollment.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the status
property. The status
property values (such as "in progress"
) are not case-sensitive.
This example uses the task
property. The task
property value ("Approve Semester Courses"
) is not case-sensitive.
This example uses the request
property. The request
property value ("Student Enrollment Process"
) is not case-sensitive.
Purpose of the search: Find completed Tasks named Submit Leave Request in the Leave Request Process in which the reason those employees requested leave was illness between the dates March 15, 2020, and April 30, 2020.
When submitting a leave request, each employee must select from one of several options in a Checkbox control to indicate the reason for the leave request. The Checkbox control has a Variable Name setting of LeaveType
; the option that indicates the reason is for medical leave has an option value of Medical
. Therefore, to find those completed Tasks in which the reason for leave is illness, use the following in the PMQL search query: data.LeaveType = "Medical"
. The PMQL search query is case sensitive.
Note the following:
This example uses the completed
property. Each use of the completed
property compares the datetime that the Task completed.
PMQL interprets strings in the format YYYY-MM-DD HH:MM:SS
as dates and can be used in comparative queries if that string is in quotation marks ("2020-03-15 00:00:00"
).
due
: Datetime Task Is or Was Duedue
property represents when the Task is or was due. The due
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that created the sought Task(s).
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
hour
See Example 2 how this property can apply to Service Level Agreement (SLA) contract compliance.
Purpose of the search: Find Tasks named Loan Review that are due in two days for the Loan Approval Process.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the task
property. The task
property value ("Loan Review"
) is not case-sensitive.
This example uses the request
property. The request
property value ("Loan Approval Process"
) is not case-sensitive.
This example uses the NOW
keyword to represent the current datetime, and then uses the Greater Than operator (>
) to determine the datetime two (2) days from now for due Tasks. Note that the unit of chronological measurements (day
) is singular.
Purpose of the search: Find Tasks that completed 20 minutes ago that were past due for Requests associated with process ID 25.
Note the following:
This example uses the completed
property. The completed
property compares the datetime that the Task completed. Since the PMQL search query finds completed Tasks past due, the due
property uses the Greater Than operator (>
) to find Tasks that were due later than 20 minutes ago.
This example uses the process_id
property with a value of 25
to find Requests associated with that Process.
element_id
: Task Node Identifier from the Process Modelelement_id
property is the Node Identifier setting value from the Process model for the sought Task's element. The element_id
property applies to Form Task, Manual Task, and/or Script Task elements from the Process model that started the sought Task(s).
Enter the node identifier value in the PMQL search query within quotation marks. The node identifier value is not case-sensitive. Example: "node_15"
.
if you have Process permissions to edit Process models, then determine the Node Identifier setting value for a Form Task, Manual Task or Script Task element by doing the following:
Select the Form Task, Manual Task, or Script Task element from the Process model from which to include in the PMQL search query. Panels to configure this element display.
Expand the Advanced panel if it is not presently expanded. The Node Identifier setting value displays.
See Example 2 how this property can apply to Service Level Agreement (SLA) contract compliance.
Purpose of the search: Find in-progress Tasks associated with the Node Identifier setting value node_4
in Requests associated with Process ID 10.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the status
property. The status
property values (such as "in progress"
) are not case-sensitive.
This example uses the process_id
property with a value of 10
to find Requests associated with that Process.
Purpose of the search: Find in-progress Tasks associated with the Node Identifier setting value node_4
in Requests associated with Process ID 10 that started two days ago.
Note the following:
This example uses the started
property in conjunction with the NOW
keyword, described below.
This example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime two (2) days ago that the applicable Task(s) started. Note that the unit of chronological measurement (day
) is singular.
Use a PMQL search query similar to this example to monitor which started Tasks are at risk of completing past the sanctioned time period a Service Level Agreement (SLA) contract allows. For example, if a SLA contract states that a Task applicable to the contract must complete within three (3) days from when it starts, use a PMQL search query similar to this example to find only those Tasks that started two days ago to determine which are at risk of not complying with the SLA contract.
id
: Task ID Numberid
property represents the Task ID number for the sought Task(s). The id
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that started the sought Task(s).
This id property only applies to Task-related PMQL search queries, and is distinct from the id
property for the Request
data type or for the id
property for the Collection
data type.
Purpose of the search: Find Tasks that are newer than Task ID 5.
Purpose of the search: Find Tasks newer than Task ID 5 but older or the same as Task ID 10.
This example uses the AND
operator to require multiple property values for the search.
modified
: Datetime Task Last Modifiedmodified
property represents when the Task was last modified. A Task modifies when the JSON object model to which that Task applies is changed from a Script, a user action, an application program interface (API) call, or any other means. The modified
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that created the sought Task(s).
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
hour
day
Purpose of the search: Find Tasks modified 20 minutes ago named Loan Information in the Loan Application Process.
Note the following:
This example uses the AND
operator to require multiple property values for the search.
This example uses the task
property. The task
property value ("Loan Information"
) is not case-sensitive.
This example uses the request
property. The request
property value ("Loan Application Process"
) is not case-sensitive.
This example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime 20 minutes ago that the applicable Task(s) were modified. Note that the unit of chronological measurement (minute
) is singular.
Purpose of the search: Find any Task modified between 30 minutes ago and one hour which have "approval" in its name from Requests associated with Process ID 25.
Note the following:
This example uses the process_id
property to reference the Process ID number (25
) associated with the sought Task(s).
This example uses the LIKE
operator with the %
wildcard to search for any Task name that includes the characters approval
in its name.
process_id
: Process ID Number Associated with the Taskprocess_ID
property represents the Process ID number associated with the sought Task(s). The process_ID
property applies to Form Task, Manual Task, and/or Script Task elements from the Process model associated with the Process ID that started the sought Task(s).
Process IDs do not display in the Processes page. However, if you have Process permissions to edit Process models, then determine the Process ID by doing the following:
View your Processes. The Processes page displays.
From the Web browser address bar, note the number immediately after modeler/
. This number is the Process ID to use with the process_id
property.
Purpose of the search: Find Tasks associated with Process IDs are 3 and 7.
This example uses the OR
operator to search for any of multiple properties.
Purpose of the search: Find Tasks that exclude those for Process ID 5. This example uses the Not Equal To operator (!=
) to find all Tasks except those associated with Process ID 5.
request
: Request Name Associated with the Taskrequest
represents the Request's name associated with the sought Task(s). The request
property applies to Form Task, Manual Task, and/or Script Task elements from the Process model that started the sought Task(s).
Request names display in the Name column of Request pages. The Name column displays the Process name associated with the Request.
Enter the request
property value in quotation marks. Example: "Request Name"
. The property value is not case-sensitive.
See Example 2 how this property can apply to Service Level Agreement (SLA) contract compliance.
Purpose of the search: Find completed Tasks started from either the Residential Loan Approval Process or the Business Loan Approval Process.
Note the following:
This example uses the AND
operator to search for multiple required property values.
This example uses the OR
operator to search for any of multiple properties within an AND
operator to find Tasks for either the "Residential Loan Approval Process" or "Business Loan Approval Process" Requests.
This example uses the status
property. The status
property values (such as "completed"
) are not case-sensitive.
Purpose of the search: Find in-progress Tasks started one hour ago for the Purchase Order Fulfillment Process for which the purchase order amount is at least $10,000 for Acme Corporation.
Note that this example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime one hour ago that the applicable Task(s) started. Note that the unit of chronological measurement (hour
) is singular, even if the sought Task(s) is more than one hour old.
This example uses the data
object that represents Request data. The following Request variables store Request data that this PMQL search query references:
TotalPurchase: The TotalPurchase
Request variable stores the total purchase request amount, including applicable taxes.
Customer: The Customer
Request variable stores the business name for which the purchase order fulfillment applies.
Use a PMQL search query similar to this example to track which started Tasks are at risk of completing past the sanctioned time period a Service Level Agreement (SLA) contract allows. For example, if a SLA contract states that a Task applicable to the contract must complete within two (2) hours from when it starts for specific customers and/or for specific purchase order amounts, use a PMQL search query similar to this example to find only those Tasks that an hour ago to determine which are at risk of not complying with the SLA contract.
started
: Datetime Task Startedstarted
property represents when the Task starts. The started
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that started the sought Task(s).
The started
property is similar to the created
property, in that when a Task starts, it is created. The created
property applies to when our API creates a Task, while the started
property pertains to when a user uses the user interface to start a Task.
Enter the datetime in the PMQL search query within quotation marks in the following format: YYYY-MM-DD HH:MM:SS
using 24-hour time. Example: "2020-07-01 14:25:15"
.
NOW
KeywordUse the NOW
keyword to dynamically compare the current datetime with a specified number of chronological units. Use the Less Than operator (<
) followed by the number of chronological units to search for Requests of that age. Note that the interval unit of time is singular. PMQL supports the following units of time:
second
minute
hour
day
Purpose of the search: Find in-progress Tasks named Submit Purchase Request that started on July 1, 2020, for the Purchase Request Process.
Note the following:
This example uses the AND
operator to search for multiple required property values.
This example uses the task
property. The task
property value ("Submit Purchase Request"
) is not case-sensitive.
This example uses the status
property. The status
property values (such as "in progress"
) are not case-sensitive.
This example uses the request
property. The request
property value ("Purchase Request Process"
) is not case-sensitive.
Purpose of the search: Find completed Tasks named Purchase Authorization that started three days ago associated with the Purchase Request Process for which the approved total purchase amount was more than $100,000.
Note that this example uses the NOW
keyword to represent the current datetime, and then uses the Less Than operator (<
) to determine the datetime three (3) days ago that the applicable Task(s) started. Note that the unit of chronological measurement (day
) is singular.
This example uses the data
object that represents Request data. The following Request variables store Request data that this PMQL search query references:
Approve: The Approve
Request variable stores whether a Checkbox control is selected in the Form Task that approves a submitted purchase request. Since this example requires only approved purchases, this PMQL search query includes only Approve
values of true
that a Checkbox control stores when it is selected upon Task submission. The property value is not case-sensitive.
TotalPurchase: The TotalPurchase
Request variable stores the total purchase request amount, including applicable taxes.
status
: Task Statusstatus
property represents the Task status. The status
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that started the sought Task(s).
Task status displays in the Status column of Task pages.
Enter the status
property value in quotation marks. Example: "in progress"
. The property value is not case-sensitive.
Purpose of the search: Find in-progress Tasks for the Travel Request Process.
Note the following:
This example uses the AND
operator to search for multiple required property values.
This example uses the request
property. The request
property value ("Travel Request Process"
) is not case-sensitive.
Purpose of the search: Find in-progress Tasks for the Travel Request Process for which the business travel destination is to any municipality named Dallas except that in Texas to leave three (3) days from today.
Note that this example uses the NOW
keyword to represent the current datetime, and then uses the Greater Than operator (>
) to determine the datetime three days from now that the requested business travel is to occur as requested in the LeaveDate
Request variable. Note that the unit of chronological measurement (day
) is singular.
This example uses the data
object that represents Request data. The following Request variables store Request data that this PMQL search query references:
DestinationMunicipality: The DestinationMunicipality
Request variable stores to which municipality business travel is requested.
DestinationState: The DestinationState
Request variable stores to which state business travel is requested.
LeaveDate: The LeaveDate
Request variable stores at which datetime business travel is requested.
task
: Task Nametask
property represents the Task name. The task
property applies to Form Task, Manual Task, and/or Script Task elements from the Request that started the sought Task(s).
Task names display in the Task column of Task pages.
Enter the task
property value in quotation marks. Example: "TaskName"
. The property value is not case-sensitive.
Purpose of the search: Find completed Tasks named Review Risk Rating.
Note the following:
This example uses the AND
operator to search for multiple required property values.
This example uses the status
property. The status
property values (such as "in progress"
) are not case-sensitive.
Purpose of the search: Find in-progress Tasks that contain the word "review" in its name for Requests associated with process ID 12.
Note the following:
This example uses the LIKE
operator with the %
wildcard to search for any Task name that includes the characters review
in its name.
This example uses the process_id
property with a value of 12
to find Requests associated with that Process.
Use special characters, such as &, within PMQL searches when getting Request, Task, or Collection data.
Learning this powerful tip how to perform PMQL searches via API calls allows you to perform PMQL searches without using the ProcessMaker user interface. However, having experience making API calls, which is an advanced skill most often performed by software developers and administrators, makes understanding this tip easier.
Understanding how to perform API calls is outside the scope of this topic.
For example, the following API call that gets Collection records from Collection ID 2
that contain tables & chairs
in their names does not work because after the property collection data.name
there are specials characters such as the =
, "
, space
, and &
.
pm_server_name
represents the name of your ProcessMaker Platform instance.
Follow these steps to make that includes a special character in a ProcessMaker Platform API call:
Copy the special character(s) in your ProcessMaker Platform API endpoint call into the URI converter Website, and then click to encode the special character(s) to be URI-compliant.
Referencing the example above, copy all the content after data.name
from the API endpoint URL to encode it. The encoding tool converts the characters ="tables & chairs"
to %3D%22tables%20%26%20chairs%22
.
Paste the URI-encoded special character(s), and then replace the non-encoded special character(s) in your API endpoint URL.
Referencing the example above, replace the ="tables & chairs"
in the ProcessMaker Platform API endpoint URL with %3D%22tables%20%26%20chairs%22
as follows:
https://pm_server_name/api/1.0/collections/collection/2/records?pmql=data.Name%3D%22tables%20%26%20chairs%22
Call the ProcessMaker Platform API endpoint that now includes the URI-encoded special character(s).
Understand what the Saved Search package does in ProcessMaker Platform.
You may schedule a regular interval in which to email reports for either your own Saved Searches or those shared with you.
Saved Searches are available to all users in the organization on the following pages when the Saved Search package is installed in that ProcessMaker Platform instance:
Request-related pages
Task-related pages
By default, Saved Searches do not display the number of items that correspond to each Saved Search when viewing the names of Saved Seaches from the left sidebar. If your ProcessMaker Platform instance requires the number of Saved Search items display, submit a Support ticket.
Saved Searches have the following attributes regarding configuring and sharing Saved Searches:
Hide Saved Searches: You may hide your own Saved Searches. Hiding a Saved Search only hides that Saved Search from the left sidebar of your Request- and Task-related pages. Shared recipients of that Saved Search may still use it to view search results using your Saved Search's parameters.
Delete Saved Searches: You may delete your Saved Searches. However, in doing so, they are no longer shared with those users and/or groups with which you have shared them. The recipients of your shared Saved Search will no longer be able to use it to quickly view search results using your Shared Search's parameters.
Request-related Saved Searches: Saved Searches associated with Requests display only in the left sidebar of Request-related pages.
Task-related Saved Searches: Saved Searches associated with Tasks display only in the left sidebar of Task-related pages.
Charts use the data results from the Saved Search to visualize those results in a variety of chart types and styles. Chart data may be filtered by using an optional PMQL query that further filters the data from that Saved Search to visualize minute data.
The Charts tab displays charts created for a Saved Search.
Configure the following types of Saved Search charts:
Ensure that the Hide Menus buttonis not enabled. See Maximize the Process Modeler Canvas View.
Click the Open Modeler iconto edit the Process model associated with the sought Requests. Process Modeler displays.
Perform ProcessMaker Query Language () searches in ProcessMaker Platform's Application Program Interface (API) calls using any properties of the following data types:
Use special characters, such as &
, within searches when getting Request, Task, or Collection data while calling a ProcessMaker Platform API endpoint. To do so, special characters used in API calls must be Uniform Resource Identifier ( compliant.
Ensure that your Administrator has created for your user account. If not, contact your Administrator.
Visit a Website that converts special characters to be URI-compliant, such as .
The must be installed to use Saved Searches.
Use the Saved Searches package to save and share search parameters associated with , and . In doing so, you manage the search parameters for your Saved Searches. You may share your own Saved Searches with other and/or . Recipients of your shared Saved Searches can only use your Saved Search to view its search results, but cannot modify your Saved Searches' parameter settings you configured. The name for a Saved Search does not need to be unique. Therefore, multiple Saved Searches may have the same name when your own Saved Search and one shared with you have the same name.
Similar to , , and , filter the data that for a Saved Search using ProcessMaker Query Language ().
Click the Edit Saved Searches iconfrom the left sidebar in any of the Requests, Tasks, or Collections pages to view the Edit Saved Searches page. The Edit Saved Searches page displays both your own Saved Searches as well as those that others have shared with you for that search type. For example, clicking the Edit Saved Searches icon from the left sidebar of any of the Requests pages only displays Request-type Saved Searches. See .
An icon represents each Saved Search that the user selects when . Saved Searches display above the My Saved Searches icon. Click the Expand sidebar iconat the bottom of the left sidebar on any of the Requests, Tasks, or Collections pages to view the names for each Saved Search. Click the Collapse sidebar icon to hide the Saved Search names.
Configure your Saved Searches: You and your own Saved Searches. Those that you share with others can only view its search results using the parameters configured in your Saved Searches.
Schedule to email reports of your Saved Search results: You may to email reports for the search results for one of your own Saved Searches. Each schedule can email the report in .CSV
or .XLSX
format.
Collection-related Saved Searches: Saved Searches associated with display on the left sidebar of Collection pages. Note that the must be installed for Collections to be available.
Charts help visualize your Saved Search results. Though you can , nothing distills that data like a customized chart. Create and configure two-dimensional charts to visualize Saved Search results after selecting a Saved Search. You may create customized charts regardless of whether you created the Saved Search or if it was shared with you.
designers may also embed Saved Search charts into - and -type Screens using the .
Bar (horizontal or vertical): Visualize Saved Search results in or bars.
Line: Visualize Saved Search results as to show how those results trend.
Pie: Visualize Saved Search results as .
Doughnut: Visualize Saved Search results similar to the pie chart style .
Count: Display a .
See .
Create and share a Saved Search with users and/or groups so that they can take advantage of your search parameters.
To create and share Saved Searches, the Saved Searches package must be installed.
You may also create and share Saved Searches when using Collections. Use Saved Searches in Collections to search for records in a Collection. To use Collections, the Collections package must be installed.
If you are saving record searches from a Collection, your user account or group membership must have the "Collections: View Collections" permission to view the list of Collections unless your user account has the Make this user a Super Admin setting selected. See the Collections permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.
Follow these steps to create and share a Saved Search:
Enter the advanced search criteria using ProcessMaker Query Language (PMQL) parameters for your Request, Task, or Collection record search. It is this criteria from which the Saved Search settings are based. See the following topics for how to compose PMQL search parameters in an advanced search:
In the Name setting, enter the name of your Saved Search. Since this name displays from the left sidebar of the Requests/Tasks/Collections pages, ensure that this is a descriptive name based on the PMQL parameters that compose the search. This name is helpful for yourself and those with whom you share this Saved Search to know for what this Saved Search's results are. The Saved Search name does not need to be unique. Therefore, multiple Saved Searches may have the same name when your own Saved Search and one shared with you have the same name. This is a required setting.
Follow these guidelines to select an image that represents the Saved Search results. Saved Searches associated with Requests display from the left sidebar of Requests pages. Saved Searches associated with Tasks display from the left sidebar of Tasks pages. Saved Searches associated with Collection records display from the left sidebar of Collections pages.
Follow these steps to select an image that ProcessMaker Platform provides to represent the Saved Search:
Click the Search drop-down menu.
Select the image to represent your Saved Search.
Follow these steps to select a custom image to represent the Saved Search:
Locate the icon to represent your Saved Search. The icon must not be larger than two (2) kilobytes or the following message displays below the Search setting: The custom icon file is too large. File size must be less than 2KB..
Click the Save button.
Manage your own Saved Searches for each specific type of Saved Search.
Saved Searches are organized by their type:
Request-related Saved Searches are accessed from Requests pages. These Saved Searches are available to all users when the Saved Searches package is installed. See View Request-Type Saved Search Results.
Task-related Saved Searches are accessed from Tasks pages. These Saved Searches are available to all users when the Saved Searches package is installed. See View Task-Type Saved Search Results.
Saved Searches for Collection records are accessed from the Collections page. (Your user account or group membership must have the "Collections: View Collections" permission to view the list of Collections unless your user account has the Make this user a Super Admin setting selected. See the Collections permissions or ask your Administrator for assistance. Lastly, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.) See View Collection Record Saved Search Results.
To manage your own Saved Searches, the Saved Searches package must be installed.
You can view and manage your own Saved Searches that you have created. A Saved Search can only be managed by the user that creates it unless that user has the Make this user a Super Admin setting enabled for that user account; see Manage Saved Searches. This setting is generally reserved for Administrators and is not available to most users.
To quickly configure a specific Saved Search that you have created, follow these steps:
Click the image from the left sidebar that represents your own Saved Search. Though Saved Searches shared with you also display from the left sidebar, you cannot configure these Saved Searches. The search results for that Saved Search displays.
The Edit Saved Searches page displays the following information in tabular format about your Saved Searches and those which have been shared with you for that Saved Search type:
Name: The Name column displays the name of the Saved Search. The icon beside the Saved Search's name displays from the left sidebar for that Saved Search's type. For example, the icons that display in the image above display in Request-related pages.
Created By: The Created By column displays the user's avatar who created the Saved Search. Hover your cursor over the user's avatar to view that person's full name.
Modified: The Modified column displays the date and time the Saved Search was last modified by the user that created the Saved Search. A Saved Search can only be modified by the user that created it. 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 Saved Search 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 field to filter Saved Searches that display.
If there are no Saved Searches, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
View the data details of a Saved Search's result in tabular format based on the type of Saved Search.
To view the data details for a Saved Search, the Saved Searches package must be installed.
You may also view the data details for a Saved Search associated with a Collection. Use Saved Searches in Collections to search for records in a Collection. To use Collections, the Collections package must be installed.
Regardless of whether you created a Saved Search or if it has been shared with you, you may view the data details of that search result that is based on the ProcessMaker Query Language (PMQL) parameters configured in that Saved Search.
An image represents each Saved Search from the left sidebar, but only display on pages associated with its type. Saved Searches are organized by type:
Request-related Saved Searches are accessed from Requests pages.
Task-related Saved Searches are accessed from Tasks pages.
Columns that display in the tabular-formatted results for a Saved Search can be customized by the user that created the Saved Search. See the following topics:
If a Saved Search has been shared with you, you may not change the type of information that displays in its results.
While viewing a Saved Search, use the Search function to locate data in that Saved Search. Locate data using the following methods:
Perform a PMQL query based on a Request-, Task- or Collection-type Saved Search.
Perform a plain-text search for data in that Saved Search.
To view results for a Saved Search, the Saved Searches package must be installed.
Saved Searches that pertain to Requests display on the following Requests pages:
My Requests page. See View Your Requests That You Started.
In Progress page. See View Requests That Are In Progress.
Completed page. See View Completed Requests.
All Requests page. See View All Requests. (Note that your user account must have the Requests: View All Requests permission to view the All Requests page.)
An image represents each Saved Search from the left sidebar. Saved Search icons display below the icons to access the default Requests pages.
Follow these steps to view results from a Saved Search pertaining to Requests:
Go to a Request-related page.
Click the image that represents the Saved Search. The results for that Saved Search display.
Create charts of Saved Search results to visually analyze results.
To view a Request summary from search results, do one of the following:
From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
Below are results for a Request-related Saved Search.
To view results for a Saved Search, the Saved Searches package must be installed.
Saved Searches that pertain to Tasks display on the following Tasks pages:
To Do page. See View Tasks You Need to Do.
Completed page. See View Completed Tasks.
Self Service page.
An image represents each Saved Search from the left sidebar. Saved Search icons display below the icons to access the default Tasks pages.
Follow these steps to view results from a Saved Search pertaining to Tasks:
Go to a Task-related page.
Click the image that represents the Saved Search. The results for that Saved Search display.
Create charts of Saved Search results to visually analyze results.
To view a Task and its summary from search results, do one of the following:
From the Task column, click the Task name that you want to view.
Below are results for a Task-related Saved Search.
To view search results for a Saved Search, the Saved Searches package must be installed. Likewise, to create, share, or view Saved Searches for records in a Collection, the Collections package must also be installed.
Your user account or group membership must have the "Collections: View Collections" permission to view the list of Collections unless your user account has the Make this user a Super Admin setting selected. See the Collections permissions or ask your Administrator for assistance.
Furthermore, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.
Follow these steps to view results from a Saved Search pertaining to records in a Collection:
Ensure that you are logged on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users page displays.
Click the image that represents the Saved Search. The results for that Saved Search display.
Create charts of Saved Search results to visually analyze results.
Below are results for a Saved Search related to records in a Collection.
To view a Request summary from search results, do one of the following:
From the # column, click the Request number associated with the Process displaying in the Name column to view its summary. This number represents the sequential occurrence of that Process.
To view a Task and its summary from search results, do one of the following:
From the Task column, click the Task name that you want to view.
Use the Search setting to filter the Saved Search's search results that display.
If there are no search results from the Saved Search, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
View Saved Searches that have been shared with you for a specific type of Saved Search.
Follow these steps to view Saved Searches shared with you for a specific type of Saved Search:
Click the Shared with Me tab. Saved Searches shared with you display.
The Shared With Me tab displays the following information in tabular format about Saved Searches that have been shared with you for that Saved Search type:
Name: The Name column displays the name of the Saved Search. The icon beside the Saved Search's name displays from the left sidebar for that Saved Search's type. For example, the icons that display in the image above display in Request-related pages.
Created By: The Created By column displays the user's avatar who created the Saved Search. Hover your cursor over the user's avatar to view that person's full name.
Show or hide your own Saved Searches from displaying in the left sidebar of Request- and Task-related pages.
Hiding a Saved Search only hides it from the left sidebar for its specific Saved Search type. For example, toggling visibility of a Request-related Saved Search only affects the left sidebar on Request-related pages. Shared recipients of a Saved Search may still use that Saved Search to view search results.
Showing a Saved Search only hides it from the left sidebar for its specific Saved Search type. For example, toggling visibility of a Request-related Saved Search only affects the left sidebar on Request-related pages. Shared recipients of a Saved Search may still use that Saved Search to view search results.
Follow these steps to show one of your hidden Saved Searches:
You may hide only one of your own Saved Searches. Hiding a Saved Search only hides it from the left sidebar for its specific Saved Search type. For example, toggling visibility of a Request-related Saved Search only affects the left sidebar on Request-related pages. Shared recipients of a Saved Search may still use that Saved Search to view search results.
Follow these steps to hide one of your own Saved Searches:
Configure one of your own Saved Searches.
Follow these steps to select the Saved Search to configure:
Refer to the following sections to configure your Saved Search. These configuration sections may be configured independently of one another:
Follow these steps to configure basic settings for your Saved Search:
Edit the following information in the Configuration tab about your Saved Search as necessary:
Image: Follow these guidelines to select an image that represents the Saved Search results. Saved Searches associated with Requests display from the left sidebar of Requests pages, while those associated with Tasks display from the left sidebar of Tasks pages.
Select an image from ProcessMaker Platform to represent the Saved Search:
Click the Icon drop-down menu.
Select any of the images that ProcessMaker Platform provides.
Select a custom image to represent the Saved Search:
Click the Upload Custom Icon button to the right of the Icon drop-down menu. The file browser window displays.
Locate the icon on your local computer or network to represent the Saved Search. The icon must not be larger than 2 kilobytes large or the following message displays below the Choose File button: The file is too large. File size must be less than 2KB when base64 encoded..
PMQL: In the PMQL setting, edit the ProcessMaker Query Language (PMQL) parameters if necessary. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
Click Save.
Follow these steps to configure how information displays for your Saved Search:
Note the following when configuring how Saved Search results display in tabular format:
The informational components in the Active Columns column display in the order that these informational components display in tabular format. Informational components at the top of the Active Columns column display left-most in the column order; components at the bottom of the Active Columns column display right-most in the column order.
Follow these guidelines to select which column(s) display information in the Saved Search results:
Remove a column that displays information in the Saved Search results:
Add and configure a column that displays information in the Saved Search results:
Drag the informational component from the Available Columns column to the Active Columns column, and then place the informational component in the order from top-to-bottom that you want that informational component to display in search results. Informational components at the top of the Active Columns column display left-most in the column order; components at the bottom of the Active Columns column display right-most in the column order.
Informational components that are not defaults can be configured to display a label and what the informational component represents.
Configure how a column displays information in the Saved Search results:
In the Label setting, edit the column label that displays in search results (if necessary).
Use the Sortable toggle key to adjust whether the column can be sorted in search results.
Click Save.
Add a custom column to include additional information in the Save Search results:
In the Label setting, enter the column label that displays in search results.
Use the Sortable toggle key to adjust whether the column can be sorted in search results.
Click Save.
Sort the order that columns display in Save Search results:
Reset the columns in the Saved Search to the default layout:
Click Confirm.
Click Save after you configure all your Saved Search settings.
Follow these steps to configure with which users to share your Saved Search:
Follow these guidelines to select with which users to share your Saved Search:
Adjust the toggle key for each user that you want to share your Saved Search. When the toggle key is enabled, that user can use your Saved Search, but cannot configure, hide, or delete it.
Enter in the Search setting the text to filter users by their full name.
Click Save.
Follow these steps to configure with which groups to share your Saved Search:
Follow these guidelines to select with which groups to share your Saved Search:
Adjust the toggle key for each user that you want to share your Saved Search. When the toggle key is enabled, all members of that group can use your Saved Search, but none can configure, hide, or delete it.
Enter in the Search setting the text to filter groups.
Click Save.
Click the Save Search button. The Save Search screen displays.
Click the Upload Custom Icon icon.
From the Share With Users drop-down menu, select with which user(s) to share your Saved Search by selecting the person's full name. Multiple users may be added, one at a time, to this setting. You may click the Remove iconfor a user to remove that user from the Share With Users drop-down menu. These selected users will see your Saved Search with the image you selected from the left sidebar for pages associated with its search type.
From the Share With Groups drop-down menu, select with which group(s) to share your Saved Search by selecting the group. Multiple groups may be added, one at a time, to this setting. You may click the Remove iconfor a group to remove that group from the Share With Groups drop-down menu. Members of a group added to the Share With Groups drop-down menu will see your Saved Search from the left sidebar for pages associated with its search type with the image you selected.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that type.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that Saved Search type. The My Saved Searches tab of the Edit Saved Searches page displays your Saved Searches associated by its specific type. Below are Saved Searches for the Request type.
Click the Configure Saved Search button. The configuration settings for your Saved Search displays. See Configure a Saved Search.
Toggle to hide or show your own Saved Searches by using the Hide Saved Searchand Show Saved Searchicons. Hidden Saved Searches do not display in the left sidebar specific to the context from which the Edit Saved Searches icon was selected. See Hide or Show Your Own Saved Searches.
Click the Configure icon. See Configure a Saved Search.
Click the Delete icon. See Delete a Saved Search.
Saved Searches for Collection records are accessed from the Collections sidebar iconin the Admin top menu option. (Your user account or group membership must have the "Collections: View Collections" permission to view the list of Collections unless your user account has the Make this user a Super Admin setting selected. See the Collections permissions or ask your Administrator for assistance. Lastly, your user account or group membership must have the View record permission from a Collection's configuration to view that Collection's records. See Configure a Collection or ask the manager of that Collection for assistance.)
To quickly view how many search results pertain to each Saved Search that either you have created or have been shared with you, click the logo that displays from the left sidebar to expand that sidebar. View at a glance how many items pertain to each Saved Search as well as Saved Searches for that type.
Click the Open Request iconfor the Request to view its summary.
Click the Open Task iconfor the Task name that you want to view.
Saved Searches that pertain to records in a Collection display from the Collections iconin the left sidebar after selecting the Admin top menu option. An image represents each Saved Search from the left sidebar. Saved Search icons display above the icons to access Collections.
Click the Collections iconfrom the left sidebar. The Collections page displays the Collections that you are allowed to view.
To view a Collection record from search results, click the Edit iconfor the record you want to edit.
Click the Open Request iconfor the Request to view its summary.
Click the Open Task iconfor the Task name that you want to view.
To view a Collection record from search results, click the Edit iconfor the record you want to edit.
To view shared with you, the must be installed.
Click the Edit Saved Searches iconfrom the left sidebar of pages associated with that . The My Saved Searches tab of the Edit Saved Searches page displays your Saved Searches associated by its specific type.
Modified: The Modified column displays the date and time the Saved Search was last modified by the user that created the Saved Search. A Saved Search can only be modified by the user that created it. The time zone setting to display the time is according to the ProcessMaker Platform Platform instance unless your Time zone setting is specified.
Created: The Created column displays the date and time the Saved Search was created. The time zone setting to display the time is according to the ProcessMaker instance unless your Time zone setting is specified.
Use the field to filter Saved Searches that display.
, including how to sort columns or how many items display per page.
To hide or show , the must be installed.
You may show or hide your own Saved Searches. However, you cannot show or hide Saved Searches which have been shared with you. You can only control visibility of Saved Searches that you have .
Visible Saved Searches display above the Edit Saved Searches icon.
. The Edit Saved Searches page displays.
Click the Show Saved Search icon for the hidden Saved Search. The Saved Search is visible from the left sidebar for that type of Saved Search, indicated by full visibility of that Saved Search in the Edit Saved Searches page.
. The Edit Saved Searches page displays.
Click the Hide Saved Search icon for one of your Saved Searches. The Saved Search is hidden, indicated by diminished visibility of that Saved Search in the Edit Saved Searches page.
To configure a , the must be installed.
Your user account or group membership must have the following permissions to display the Configure icon :
You can configure one of your own Saved Searches, but not one that has been shared with you. Configure a Saved Search regardless of whether it is or .
. The Edit Saved Searches page displays.
Click the Configure icon for your Saved Search. The Configuration tab displays.
. The Configuration tab displays. Use the Configuration tab to configure basic settings for your Saved Search.
Name: In the Name setting, edit the name of your Saved Search. Since this name displays from the left sidebar of Requests/Tasks pages, ensure that this is a descriptive name based on the ProcessMaker Query Language () parameters that compose the search. This name is helpful for yourself and those with whom you share this Saved Search to know for what this Saved Search's results are. This is a required setting.
. The Configuration tab displays.
Click the Columns tab. Use the Columns tab to customize how the Saved Search results display in tabular format from the Data tab. The Active Columns column displays the currently selected or default columns to present the Saved Search's search results in tabular format. The Available Columns column displays optional informational components to display the Saved Search's search results. These available options are based on ProcessMaker Platform's analysis of the Saved Search results.
It may be helpful to understand how ProcessMaker Platform analyzes completed Request data for Request-type Saved Searches. To derive that Request information, view the to view the data from a completed Request. The key names (represented in red-colored text) represent Request data. Note that your user account or group membership must have the permission. Ask your Administrator if you do not see the Data tab in completed Request summaries.
The columns as configured in the Active Columns column determine how Saved Search results can be : these columns are options when configuring the chart , , and settings for a chart. Active columns in a Saved Search's results that represent dates, numbers, and/or unique text results are recommended as settings when configuring a Saved Search chart.
From the Active Columns column, click the Remove iconfor the informational component not to display in the Saved Search's search results. The removed informational component moves to the bottom of the Available Columns column.
Click the Configuration iconfor the informational component placed from the Available Columns column. Note that columns that do not have the Configuration icon are default columns that cannot be configured, but only removed from the tabular data in search results.
The Configure screen for that informational component displays.
In the Field setting, edit the key name that represents the Request data (if necessary). data.
represents that what follows derives from Request information. To derive that Request information if it is necessary to change the Field setting value, view the to view the data from a completed Request, and then use the specific key name (represented in red-colored text) in the following syntax, where RequestData
represents the key name: data.RequestData
. Note that your user account or group membership must have the permission. Ask your Administrator if you do not see the Data tab in completed Requests.
Use the Add Custom Column screen to add a custom column to include an informational component that ProcessMaker Platform's analysis of completed Requests for the Saved Search's selected Process did not provide. Click the Add Custom Column button at the bottom of the Available Columns column. The Create Custom Column screen displays.
In the Field setting, enter the key name that represents the Request data. data.
represents that what follows derives from Request information. To derive that Request information, view the to view the data from a completed Request, and then use the specific key name (represented in red-colored text) in the following syntax, where RequestData
represents the key name: data.RequestData
. Note that your user account or group membership must have the permission. Ask your Administrator if you do not see the Data tab in completed Requests.
Sort the informational components in the Active Columns column in the order that they are to display in the Saved Search's search results. To do so, click theicon for an informational component, drag it, and then place it into the order the column is to display in search results. Do not drag the information component to the Available Columns column, or it will no longer be included as a column that displays information in search results.
If it is necessary to reset the columns in your Saved Search to the default layout, click the Reset to Default button. Doing so displays the Reset to Default screen.
. The Configuration tab displays.
Click the Shared with Users tab.
. The Configuration tab displays.
Click the Shared with Groups tab.
Email stakeholders in your Saved Search's data details as a report.
To email a report of a Saved Search data details, the Saved Searches package must be installed.
Email a report of the currently displayed search results for a Saved Search to one or more email recipients. In doing so, those search results are emailed as a comma-separated values (.CSV
) file that can be opened in a spreadsheet editor. Email recipients receive the Saved Search results as an attachment to the email. Separate multiple email recipients using commas.
Follow these steps to email a report of search results for a Saved Search:
View the search results for a Saved Search in which to email its search results.
In the Send to setting, enter the email address(es) for the email recipients to receive the report. Separate multiple email recipients using commas.
In the Email Subject setting, enter the email subject of your report to which the report will be attached.
In the Email Body setting, enter the email body content for your report.
From the File Format setting, select which file format to email the report:
CSV: Email the report as a comma-separated value (CSV) file.
XLSX: Email the report as a Microsoft Excel open XML format spreadsheet.
Click Send. Email recipients receive the Saved Search results as an attachment to the email.
Understand how ProcessMaker Platform schedules emailed reports of a Saved Search's results.
Schedule an interval in which to email reports of a Saved Search's search results. Multiple reports can be scheduled for the same Saved Search, thereby sending reports to different stakeholders in the search results at different intervals. For example, schedule to send your subordinates a daily report of a Saved Search's search results, but send executives a weekly report.
Only the user that created the Saved Search may configure report email scheduling.
Additionally to emailing a report once for the currently displayed search results, in a scheduled interval you may do the following:
Send a Microsoft Excel spreadsheet (.XLSX
file type) instead of a comma-separated values .CSV
) file.
Email recipients receive the Saved Search results as an attachment to the email. The email recipients for each scheduled report do not vary each time the report is sent. Separate multiple email recipients using commas. If you need to vary the email recipients for scheduled reports, create different schedules for each set of emailed recipients.
Delete a Saved Search that you no longer use or want to share with others.
When deleting a Shared Search, it is no longer shared with those users and/or groups with which you have shared them. The recipients of your shared Saved Search will no longer be able to use it to quickly view search results using your Shared Search's parameters. Your Saved Search will be removed from the left sidebar of the Requests/Tasks pages.
Deleting a Saved Search from the Edit Saved Searches page cannot be undone.
Follow these steps to delete one of your own Saved Searches:
Click Confirm.
View all the schedules configured to email reports of a Saved Search.
Follow these steps to view the schedules to email reports of a Saved Search's results:
The Scheduled Reports page displays the following information in tabular format about the intervals in which to email reports for this Saved Search:
Subject: The Subject column displays the email subject of the report. Email recipients see this setting in their email clients when they receive a report.
To: The To column displays the email address(es) for the email recipients of the report.
Scheduled: The Scheduled column displays the scheduled interval when to email reports.
Last Sent: The Last Sent column displays when the last report was emailed. If this scheduled interval has not emailed a report, this column displays Never Sent for this scheduled interval.
Click the Send Report button. The Email Report screen displays.
To schedule reports for a results, the must be installed.
Use an instead of a manually entered email body.
To delete a , the must be installed.
Furthermore, for that Saved Search will no longer occur.
You may delete a Saved Search that you . Delete a Saved Search regardless of whether it is or .
. The Edit Saved Searches page displays.
Click the Delete icon for one of your Saved Searches. The Caution screen displays to confirm the deletion of the Saved Search.
To view the schedules to email reports of a results, the must be installed.
in which to view its schedules to email reports.
Click the Scheduled Reports button. The Scheduled Reports page displays for that Saved Search.
Click the Pause iconto suspend the schedule of emailed reports for that Saved Search's results.
Click the Unpause iconto resume the schedule of emailed reports for that Saved Search's results. Note that this icon only displays if a schedule is paused.
Click the Add Scheduled Report button. See .
Click the Edit icon. See .
Click the Delete icon. See .
, including how to sort columns or how many items display per page.
Schedule an interval to regularly email reports of a Saved Search's results.
To schedule reports for a Saved Search's results, the Saved Searches package must be installed.
Only the user that created the Saved Search may configure report email scheduling.
Follow these steps to schedule an interval to email reports of a Saved Search's search results:
View the schedules to email reports of a Saved Search's results. The Scheduled Reports page displays for that Saved Search.
From the Day of the week setting, select the day of the week in which to email the report of the Saved Search's results. Only one day may be selected. If multiple days are required, then create another schedule that sends the report on a different day.
In the Time setting, enter the time in which to email the report.
In the Send To setting, enter the email address(es) for the email recipients to receive the report. Separate multiple email recipients using commas.
In the Email Subject setting, enter the email subject of your report to which the report will be attached.
From the Email Body option, do one of the following:
In the Email Body setting, enter the email body content for your report. Email recipients see this setting in their email clients when they receive a report.
From the File Format option, select one of the following options to specify the format of the emailed report that is attached to the email:
CSV: Select the CSV option to email the report in .CSV
format.
XLSX: Select the XLSX option to email the report in .XLSX
format.
Click Save.
Edit the scheduled interval to email reports of a Saved Search's results.
Only the user that created the Saved Search may edit report email scheduling.
Follow these steps to edit a scheduled interval to email reports of a Saved Search's search results:
Edit the following settings for the scheduled report as necessary:
From the Day of the week setting, select the day of the week in which to email the report of the Saved Search's results. Only one day may be selected. If multiple days are required, then create another schedule that sends the report on a different day.
In the Time setting, edit the time in which to email the report.
In the Send To setting, edit the email address(es) for the email recipients to receive the report. Separate multiple email recipients using commas.
In the Email Subject setting, edit the email subject of your report to which the report will be attached.
From the Email Body option, do one of the following:
In the Email Body setting, enter the email body content for your report.
From the File Format option, select one of the following options to specify the format of the emailed report that is attached to the email:
CSV: Select the CSV option to email the report in .CSV
format.
XLSX: Select the XLSX option to email the report in .XLSX
format.
Click Update.
Pause or resume the scheduled interval to email reports of a Saved Search.
Only the user that created the Saved Search may pause report email scheduling.
Follow these steps to pause emailing scheduled reports of a Saved Search's search results:
Only the user that created the Saved Search may resume report email scheduling.
Follow these steps to resume emailing scheduled reports of a Saved Search's search results:
Click the Add Scheduled Report button. The Schedule Report screen displays.
Select the Would you like to use a custom Email Screen? option. A drop-down menu displays from which you can select an Email-type Screen that will display its contents as the email body. Note that the Send Email package must be installed to have the Email-type Screen and send emails of scheduled reports.
To edit a scheduled interval to email reports of a results, the must be installed.
. The Scheduled Reports page displays for that Saved Search.
Click the Edit iconfor the schedule in which to edit. The Schedule Report screen displays.
Select the Would you like to use a custom Email Screen? option. A drop-down menu displays from which you can select an -type that will display its contents as the email body. Note that the must be installed to have the Email-type Screen and send emails of scheduled reports.
To schedule reports for a results, the must be installed.
.
. The Scheduled Reports page displays for that Saved Search.
Click the Pause iconfor the schedule to pause emailing reports at that interval.
.
. The Scheduled Reports page displays for that Saved Search.
Click the Unpause iconfor the schedule to resume emailing reports at that interval. The next report emails at its next scheduled interval.
See examples of the different chart types you can create for your Saved Searches.
Charts help visualize your Saved Search results. Though you can customize in tabular format the data details for your Saved Searches, nothing distills that data like a customized chart. Create and configure two-dimensional charts to visualize Saved Search results after selecting a Saved Search. You may create customized charts regardless of whether you created the Saved Search or if it was shared with you.
Charts use the data results from the Saved Search to visualize those results in a variety of chart types and styles. Chart data may be filtered by using an optional ProcessMaker Query Language (PMQL) query that further filters the data from that Saved Search to visualize minute data.
Customize charts to include the series and/or categories from the both PMQL query parameters and the columns configured in the detailed data view of that Saved Search. For example, if your Saved Search included a custom column called Countries to display how many Requests have started based on a Request variable value called Countries
, that Request variable may also be used as a series or category in a chart in that Saved Search.
The Charts tab displays charts created for a Saved Search.
Screen designers may also embed Saved Search charts into Form- and Display-type Screens using the Saved Search Chart control.
Understand how ProcessMaker Platform defines components in a Saved Search chart. Note that Saved Search charts are visualizations of Saved Search results. The data and how that data presents in a Saved Search chart derive from the columns presented in the data details view of that Saved Search.
See the following sections:
See the following example chart as reference for the following terms ProcessMaker Platform uses in Saved Search charts:
A chart category optionally aggregates the chart series by an additional measurement as indicated by the chart legend. The chart category represents the column from the Saved Search tabular data for applicable chart types. In the example chart above, the chart category additionally aggregates by Request status.
A data marker represents one visualization in the chart data. In the example chart above, two data markers are visible. Data markers can be stacked: data markers overlay on one another in the x- and y-axis. The data markers in the example chart above are not stacked.
A data point represents a point in a line chart's data that shows trending. Data points only apply to line charts. Each visible data marker in the example chart above has four (4) data points.
A key is an item in the chart legend. Each key in the chart legend represents a data marker in the visualized chart data. Keys that have strike-through text style are hidden in the visualized chart data. In the example chart above, there are three keys in the chart legend. The data marker for the Error-status Requests is hidden.
The chart legend identifies how the data markers in the chart are represented. Chart legends may be displayed on the top, bottom, left, or right of the visualized data. In the example chart above, the chart legend is at the top of the chart.
The chart metric indicates the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. Aggregation is represented by the Y-axis for applicable chart types. In the example chart above, the chart metric is the Request ID as displayed in the # column of Saved Search detailed data view, and then aggregated by the sum of all Requests by status.
The chart series indicates how to group the Saved Search tabular-formatted results. The series groups the chart content by the units of measurement in the X-axis for applicable chart types. In the example chart above, the series is "how many Requests start by day of the week."
Hover your cursor over a data point to see what that data represents.
Filter data that displays in a chart by hiding attributes of that data via the chart's legend. Consider the following chart that shows the number of Requests by status type per day of the week to visualize how many Requests exist for the "Account Process".
This chart contains three keys in the legend that displays at the top of the chart. Each key in the chart legend represents a data marker in the visualized chart data.
To not display the Requests that have an error, click the Error key in the chart's legend. The strike-through text style displays over the Error key in the chart legend that indicates this data marker is hidden from the chart. The other data markers in the chart automatically adjust to show their data points using the chart's current units of measurement. Click the Error key again from the legend to show this chart data marker again.
See the following Saved Search chart types:
The horizontal-style bar chart visualizes Saved Search results in horizontal bars. The following horizontal-style bar chart shows the number of Requests that start for the Account Process per day of the week.
The vertical-style bar chart visualizes Saved Search results in vertical bars. The following vertical-style bar chart shows the number of Requests by status per agency. In this example, data markers are stacked: data markers overlay on one another in the x- and y-axis such that all Request status types display on each other for each agency. Furthermore, this example displays the data marker represents when hovering the cursor over that marker.
The line chart visualizes Saved Search results as data points on a line to show how those results trend. The following line chart shows the number of Requests by status type per day of the week.
The pie chart visualizes Saved Search results as relational proportions between data. The following pie chart shows the number of Requests by status type for the Loan Process.
The doughnut chart visualizes Saved Search results as relational proportions between data similar to the pie chart type but with the inner portion removed. The following doughnut chart shows the number of Requests by status type for the Loan Process.
The count chart displays a single data metric on a canvas. The following count chart shows how many records are in the "Department" Collection.
The list chart displays the raw data or a pivot table for a Saved Search.
The following list chart shows the raw data for Loan Requests.
When a List chart displays a pivot table for a Saved Search, click a column header to pivot how the Saved Search results display.
The following chart shows a pivot table of the number of started Requests by the day of the week for Account Openings.
View all the charts created for a Saved Search.
Follow these steps to view the charts for a type of Saved Search:
Click the Charts tab. The Charts tab displays a maximum of ten (10) charts created for this Saved Search. If there are no charts for this Saved Search, the following message displays: No Charts Created: Add a chart to visualize the data from your Saved Search results.
When a List chart displays the raw data for a Saved Search, the chart contents display similarly to the Saved Search results from which the chart is based. Click the Open Record iconto display the specific data in the list chart for that Saved Search.
To view the charts created for a results, the must be installed.
in which to view its charts. The Data tab displays the data details for that Saved Search.
Copy a Saved Search chart.
To copy a Saved Search chart, the Saved Searches package must be installed.
Follow these steps to arrange the order of the charts of a Saved Search:
View the search results for a Saved Search in which to view its charts. The Data tab displays the data details for that Saved Search.
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
Arrange the order that multiple Saved Search charts display in the Charts tab of a Saved Search.
To arrange the order of the charts created for a Saved Search's results, the Saved Searches package must be installed.
Follow these steps to arrange the order of the charts of a Saved Search:
View the search results for a Saved Search in which to view its charts. The Data tab displays the data details for that Saved Search.
Edit a Saved Search chart that has been created.
To edit a Saved Search chart, the Saved Searches package must be installed.
Follow the steps below only to edit a horizontal bar, vertical bar, line, pie, or doughnut chart types. Settings for the count and list chart types vary from the steps described below. See the following sections for steps to edit their chart types:
Follow these steps to edit a horizontal bar, vertical bar, line, pie, or doughnut chart types for a Saved Search:
View the search results for a Saved Search in which to view its charts. The Data tab displays the data details for that Saved Search.
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
Edit the following settings as necessary:
In the Name setting, edit the name of the chart. This is a required setting.
From the Chart Type group, select one of the following chart types to visualize the results of this Saved Search:
Bar (Horizontal): The horizontal-style bar chart visualizes Saved Search results in horizontal bars. See chart example.
Bar (Vertical): The vertical-style bar chart visualizes Saved Search results in vertical bars. See chart example.
Line: The line chart visualizes Saved Search results as data points on a line to show how those results trend. See chart example.
Pie: The pie chart visualizes Saved Search results as relational proportions between data. See chart example.
Doughnut: The doughnut chart visualizes Saved Search results as relational proportions between data similarly to the pie chart type but with the inner portion removed. See chart example.
Count: The count chart displays a single data metric on a canvas. See chart example. If you select the Count chart option, see Edit a Count Chart for its specific settings.
List: The list chart displays chart data in tabular format. See chart example. If you select the List chart option, see Edit a List chart for its specific settings.
Bar (Horizontal) is the default chart type.
Click the Source tab to configure from which Saved Search's results to visualize in the chart. The Source tab settings vary depending on the chart type selected from the General tab.
Edit the following settings as necessary:
From the Series setting, select how to group the chart data. The series groups the chart content by the units of measurement in the X-axis for applicable chart types. See chart example that references the series grouping. Options that display in the Series drop-down menu derive from the columns configured from the Saved Search tabular data as displayed from the Data tab of this Saved Search. The default configurable columns vary for each type of Saved Search. The Recommended indicator for Saved Search results represent dates, numbers, and/or unique text results and are recommended when configuring the chart series. This is a required setting for applicable charts.
From the Category setting, optionally select a secondary measurement by which to aggregate the chart series. See chart example that references the category measurement. The Category setting does not apply to count charts. Options and their recommendations that display in the Category setting are the same as those in the Series setting.
From the Metric setting, select the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. The Metric setting options are numerically-based Saved Search results such as # that represents the ID for the Request, Task, or Collection record associated with that Saved Search. See chart example that references how that chart data is aggregated.
Select from the following options how to aggregate the selected chart metric:
Average: The average is the arithmetic mean calculated by adding a group of values, and then dividing by the count of those items.
Count: The chart visualizes the number of values of the metric you select.
Minimum: The chart visualizes the minimum value of the metric you select.
Maximum: The chart visualizes the maximum value of the metric you select.
Median: The median is the middle value of a group of values that is calculated by sorting each of the values of the metric you select, then visualizing the middle value.
Sum: The sum is the arithmetic addition of each value of the metric you select. This is the default option.
This is a required setting.
In the Query setting, optionally enter a ProcessMaker Query Language (PMQL) query from which to further filter the Saved Search's results. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
Click the Display tab to configure the appearance and style of the Saved Search chart. The Display tab settings vary depending on the chart type selected from the General tab.
This step shows the settings for the Horizontal Bar, Vertical Bar, Line, Pie, or Doughnut chart:
Edit the following settings as necessary:
From the Color Scheme setting, select the color palette from which to display the chart.
Enable the Stacked toggle key to stack the chart's data markers: overlay the data markers one another in the x- and y-axis. See this chart as an example of stacked data markers.
From the Legend setting, select where to place the legend in respect to the chart from the following options:
None: The chart legend does not display.
Top: The legend displays above the chart. This is the default option.
Bottom: The legend displays below the chart.
Left: The legend displays to the left of the chart.
Right: The legend displays to the right of the chart.
Click Save. If a required setting does not contain a value or selection, the following message displays: The given data was invalid.. Otherwise, the chart and the following message display: Successfully Saved Chart.
To edit a chart for a Saved Search's results, the Saved Searches package must be installed.
Follow the steps below only to edit a count chart type. Settings for the other chart types vary from the steps described below.
See the following sections for steps to edit their chart types:
Follow these steps to edit a count chart type for a Saved Search:
View the search results for a Saved Search in which to edit this chart type. The Data tab displays the data details for that Saved Search.
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
Edit the following settings as necessary:
In the Name setting, edit the name of the chart. This is a required setting.
From the Chart Type group, select the count chart type to visualize the results of this Saved Search. The Count chart displays a single data metric on a canvas. See chart example.
If you select the Bar (Horizontal), Bar (Vertical), Line, Pie, Doughnut chart option, see Edit a Horizontal Bar, Vertical Bar, Line, Pie, or Doughnut Chart procedure for its specific settings.
If you select the List chart option, see Edit a List chart for its specific settings.
Bar (Horizontal) is the default chart type.
Click the Source tab to configure from which Saved Search's results to visualize in the chart.
Edit the following settings as necessary:
From the Metric setting, select the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. The Metric setting options are numerically-based Saved Search results such as # that represents the ID for the Request, Task, or Collection record associated with that Saved Search. See chart example that references how that chart data is aggregated.
Select from the following options how to aggregate the selected chart metric:
Average: The average is the arithmetic mean calculated by adding a group of values, and then dividing by the count of those items.
Count: The chart visualizes the number of values of the metric you select.
Minimum: The chart visualizes the minimum value of the metric you select.
Maximum: The chart visualizes the maximum value of the metric you select.
Median: The median is the middle value of a group of values that is calculated by sorting each of the values of the metric you select, then visualizing the middle value.
Sum: The sum is the arithmetic addition of each value of the metric you select. This is the default option.
This is a required setting.
In the Query setting, optionally enter a ProcessMaker Query Language (PMQL) query from which to further filter the Saved Search's results. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
Click the Display tab to configure the appearance and style of the Saved Search chart. The Display tab settings vary depending on the chart type selected from the General tab. This step shows the settings for the Count chart.
Edit the following settings as necessary:
From the Background Color setting, select a color as the background for the count chart canvas.
From the Icon setting, select an icon to display beside to the left of the count chart metric. The Line Chart icon is the default icon.
In the Label setting, optionally enter a label to describe the count chart metric instead of the metric's default label.
Click Save. If a required setting does not contain a value or selection, the following message displays: The given data was invalid.. Otherwise, the chart and the following message display: Successfully Saved Chart.
To edit a chart for a Saved Search's results, the Saved Searches package must be installed.
Follow the steps below only to edit a list chart type. Settings for the other chart types vary from the steps described below.
See the following sections for steps to edit their chart types:
Follow these steps to edit a list chart type for a Saved Search:
View the search results for a Saved Search in which to edit this chart type. The Data tab displays the data details for that Saved Search.
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
Edit the following settings as necessary:
In the Name setting, edit the name of the chart. This is a required setting.
From the Chart Type group, select the list chart type to visualize the results of this Saved Search.
If you select the Bar (Horizontal), Bar (Vertical), Line, Pie, Doughnut chart option, see Edit a Horizontal Bar, Vertical Bar, Line, Pie, or Doughnut Chart procedure for its specific settings.
If you select the Count chart option, see Edit a Count Chart for its specific settings.
Bar (Horizontal) is the default chart.
Click the Source tab to configure from which Saved Search's results to visualize in the chart. The Source tab settings vary depending on the chart type selected from the General tab.
Edit the following settings as necessary:
Enable the Select Pivot Table toggle key to edit a list chart from which any column header in the chart may be selected to sort the raw data.
The Select Pivot Table is disabled by default.
If the Select Pivot Table toggle key is enabled, the following settings display:
From the Series setting, select how to group the chart data. The series groups the chart content by the units of measurement in the X-axis for applicable chart types. See chart example that references the series grouping. The Series setting does not apply to count charts. Options that display in the Series drop-down menu derive from the columns configured from the Saved Search tabular data as displayed from the Data tab of this Saved Search. The default configurable columns vary for each type of Saved Search. The Recommended indicator for Saved Search results represent dates, numbers, and/or unique text results and are recommended when configuring the chart series. This is a required setting for applicable charts.
From the Category setting, optionally select a secondary measurement by which to aggregate the chart series. See chart example that references the category measurement. The Category setting does not apply to count charts. Options and their recommendations that display in the Category setting are the same as those in the Series setting.
From the Metric setting, select the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. The Metric setting options are numerically-based Saved Search results such as # that represents the ID for the Request, Task, or Collection record associated with that Saved Search. See chart example that references how that chart data is aggregated.
Select from the following options how to aggregate the selected chart metric:
Average: The average is the arithmetic mean calculated by adding a group of values, and then dividing by the count of those items.
Count: The chart visualizes the number of values of the metric you select.
Minimum: The chart visualizes the minimum value of the metric you select.
Maximum: The chart visualizes the maximum value of the metric you select.
Median: The median is the middle value of a group of values that is calculated by sorting each of the values of the metric you select, then visualizing the middle value.
Sum: The sum is the arithmetic addition of each value of the metric you select. This is the default option.
This is a required setting.
In the Query setting, optionally enter a ProcessMaker Query Language (PMQL) query from which to further filter the Saved Search's results. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
Click the Display tab to configure the appearance and style of the Saved Search chart.
This step shows the settings for the List chart.
Follow this step if the Select Pivot Table toggle key is enabled from the Source tab:
From the Background Color setting, select a color as the background for the list chart canvas.
Follow these steps if the Select Pivot Table toggle key is disabled from the Source tab:
From the Background Color setting, select a color as the background for the list chart canvas.
Enable the Make rows clickable toggle key to allow anywhere within a list chart row to redirect to the corresponding Request, Task or Collection record depending from which type of Saved Search the list chart derives its data. The Make rows clickable toggle key is disabled by default.
Click Save. If a required setting does not contain a value or selection, the following message displays: The given data was invalid.. Otherwise, the chart and the following message display: Successfully Saved Chart.
Delete a Saved Search chart.
Click the Copy Chart iconfor the chart from which to make a copy. The copied chart uses the same name as the source chart with the word Copy appended to it.
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
Hold theicon that displays to the left of the chart's title, and then drag that chart to the location on the Charts tab to display that chart.
Click the Configure Chart icon. The General tab displays the current settings for the Saved Search chart.
This step shows the settings for the Horizontal Bar, Vertical Bar, Line, Pie, or Doughnut chart.
Click the Configure Chart icon. The General tab displays the current settings for the Saved Search chart.
The Source tab settings vary depending on the chart type selected from the General tab. This step shows the settings for the Count chart.
Click the Configure Chart icon. The General tab displays the current settings for the Saved Search chart.
This step shows the settings for the List chart.
Enable the Display link toggle key to display a link that, when clicked, redirects to the corresponding Request, Task or Collection record depending from which type of Saved Search the list chart derives its data. The link displays as the Open Record iconat the end of each row. The Display link toggle key is enabled by default.
To delete a chart, the must be installed.
in which to view its charts. The Data tab displays the data details for that Saved Search.
Click the Configure Chart icon. The General tab displays.
Click the Delete button. The Caution screen displays to confirm the deletion of the Saved Search chart.
Learn about Process Launchpad, and how to interact with your processes in an easy and comfortable way.
Overview
Process Launchpad is designed to help you organize all your processes in one centralized location. It simplifies starting and completing requests and also provides access to Guided Templates. Process Launchpad includes the following features:
View a list of processes organized in categories and get an overview of each process and its purpose.
Start a process.
Track and complete past requests of a process, and view detailed status updates.
Get a birds-eye view of key performance metrics of your processes.
Use Guided Templates to create a new process.
Watch the following product tour to get an overview of the Process Launchpad.
View the Process Launchpad to see and take action over the available processes and Guided Templates.
Follow these steps to view the Process Launchpad:
Ensure that you are logged on to ProcessMaker Platform.
Click the Processes option from the top menu to view the Process Launchpad.
Process Launchpad shows the following information:
The Search Categories field to search process categories.
The Available Processes section displays all the available process categories and has the following built-in categories:
All Processes: All processes. It displays as default.
My Bookmarks: All processes marked as favorites. It displays as default.
Uncategorized: All processes without category.
Default Templates: All processes created using a template.
The Add From Templates section displays Guided Templates.
The main panel displays the process tiles.
Follow these steps to view a process through the Process Launchpad:
From the Process Browser menu on left, select a category from the list of Available Processes. Alternatively, enter the name of a category in the Search Categories field to filter processes.
After a category has been selected, the main panel displays all the processes in the selected category.
In the top-right of the selected process card, click the Add to My Bookmarks icon to add this process to the My Bookmarks category on the left.
Click a process card to view details of that process.
The process launchpad displays the following:
The name of the process and its description.
An image carousel. Add images for it in the process launchpad configuration.
Next to the process title, click the three dots icon to manage the process. Start a case through the Process Launchpad.
Below the Start this Process option displays the number of active requests.
Below the request counter is a custom chart which is selected in the process launchpad configuration.
The Process Launchpad bottom displays two tables My Requests and My Tasks. My Requests display request status and links to it. My Tasks displays task status and a link to its case.
Begin an instance of a Process by starting a Case of that Process.
Follow these steps to start a Case:
Ensure that you are logged on to ProcessMaker Platform.
Click +Case from the top options bar. This button is always available.
The New Case screen displays. This screen displays Processes for which you are authorized to start new Case. Below is the New Case screen with Processes from which a Case can be started. Processes can be organized into Categories within your organization to make it easier for people in your organization to locate from which Process to start a Case. For example, Processes for Finance, Human Resources, and Purchasing departments can be organized into their own Categories.
Do one of the following:
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.
A Case starts for the Process you selected.
The New Case screen displays active Processes only. Processes that are of either disabled or archived status do not display in the New Case screen because Cases cannot start for these statuses. If a Process is not visible in this screen, ensure the following:
The logged on user attempting to start a Case for this Process is configured to do so from a Start Event element in that Process. Process category permissions are required in a user account to edit a Process.
Ensure that the Status setting in the Process configuration is set to Active.
You may copy the hyperlink that starts a Case from its Start button. To copy a Case's hyperlink, right-click on that Request's Start button, and then use your Web browser's function to copy a hyperlink.
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.
After the Case starts, that Case displays in the My Requests page.
The following video demonstrates how to start a Case using the RESTful API.
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:
Ensure that you are logged on to ProcessMaker Platform.
View My Requests, In Progress, Completed, or All Requests page if the request status is Error.
Do one of the following:
From the # column in the Request page, click the Request number associated with the Process that you want to view. That Request's summary displays.
Click Errors tab. Errors display per row in a table.
The Errors tab displays only if requests are with Error status.
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.
Below the Errors panel see the following:
The history of the Request displays all Request actions. See Request History.
Task comments that participants posted to that Request display in chronological order within that Request's history.
Click the Open Request iconfor a Request. That Request's summary displays.
Search and Save Requests, Tasks, and Collection records in your ProcessMaker Platform instance.
Filter all the Saved Search's results to find its data details.
Use the Search function to filter all the results for a Saved Search.
Use ProcessMaker Query Language (PMQL) for the most accurate means by which to locate specific Requests.
To search for a Saved Search, the Saved Searches package must be installed.
Follow these steps to search for a Saved Search's result:
Enter in the Search setting the text to filter Saved Searches using the Saved Search's name that displays in the Name column.
As you enter text into the Search field, search results display that match your entered text.
If there are no search results, the following message displays: No Data Available.
Receive notifications when a Saved Search's results change.
Receive a notification each time search results change based on your Saved Search parameters. For example, suppose that you have a Saved Search for all in-progress Requests for a particular Process, such as for a Purchase Request Process. Each time a Request starts for that Process, your Saved Search results change. If your Saved Search is configured to send notifications each time your Saved Search results change, you receive a notification.
Below are other examples to receive a notification when the Saved Search results change:
If your Saved Search parameters include when a new self-service Task is available, receive a notification.
If a record ID in a Collection changes, receive a notification. Note that the Collections package must be installed to use Collections.
Saved Search notifications can be enabled or disabled only for your own Saved Searches. Saved Searches by default send notifications when a Saved Search's results change.
To enable notifications for a Saved Search, the Saved Searches package must be installed.
Your user account or group membership must have the following permission to receive notifications for your own Saved Searches unless your user account has the Make this user a Super Admin setting selected:
Saved Search: Toggle Notifications
See the Saved Search permission or ask your Administrator for assistance.
Saved Search notifications can be enabled only for your own Saved Searches. Saved Searches by default send notifications when a Saved Search's results change.
Follow these steps to enable notifications when the results for your Saved Search changes:
View the search results for a Saved Search in which to enable notifications for its changed results.
To disable notifications for a Saved Search, the Saved Searches package must be installed.
Saved Search notifications can be disabled only for your own Saved Searches.
Follow these steps to disable notifications when the results for your Saved Search changes:
View the search results for a Saved Search in which to disable notifications for its changed results.
View the summary for a Task.
Follow these steps to view the summary for an assigned Task:
Ensure that you are logged on to ProcessMaker Platform.
Do one of the following to view a Task:
View a Request summary, and then view the Tasks tab, which is the default tab.
Below is an example of a Task summary.
The assigned Task displays in the Form tab. The Form tab displays by default when an assigned Task is opened. The Form tab displays information differently depending on whether ProcessMaker Platform is involved in the task's activity:
Forms in which ProcessMaker Platform is involved with the activity: The Form tab displays an interactive Screen, which is a Form-type Screen. Form-type Screens allow Request participants to enter, review, and/or make decisions based on information in the form. Below is an example of a Task in which ProcessMaker Platform is involved with the activity.
Forms in which ProcessMaker Platform is not involved with the activity: The Form tab displays a Screen that only displays a message. This is a Display-type Screen that allows the Task assignee to do a manual task in which ProcessMaker Platform is not directly involved, such as moving inventory containers. When the manual Task is complete, the Task assignee clicks the Complete Task button. Below is an example of a Task in which ProcessMaker Platform is not involved with the activity.
If a Screen is not specified in a Form Task element when Requests are started for that Process, the following placeholder Screen displays to that Task assignee. Click the Continue button.
The placeholder Screen allows the Task assignee to continue the Request without causing it to pause indefinitely.
This functionality also allows Process Designers to place the basic Process objects into a Process model and then evaluate it during development.
Your user account or group membership must have the "Requests: Edit Task Data" permission to edit Task data unless your user account has the Make this user a Super Admin setting selected.
See the Request permissions or ask your Administrator for assistance.
The Data tab displays in JSON format the data a previous participant of this Request entered. Values in the Data tab can be changed from those entered by the previous Request participant.
Follow these steps to edit and save the values from those entered by a previous Request participant:
View the Data tab.
From the editable JSON field, change the values from those entered by the previous Request participant to those that you want.
Optionally, click the Create Scenario button to create a Process Scenario of this JSON data. The Scenario may then be used to test the Process from which this Task derives. View and create Scenarios from that Process's configuration.
Click Save. The following message displays when the Request values are changed: Request data successfully updated.
The Task summary displays general information about the assigned Task. The summary displays beside the assigned Task.
If the assigned Task is overdue, the summary's label displays Overdue.
If the assigned Task is not overdue, the summary's label displays Open.
The following summary displays about an assigned Task:
Due: The Due field displays the date and time the assigned Task is due.
Assigned To: The Assigned To field displays the avatar and full name of the person assigned the Task.
The Escalate to Manager button may display below the Task assignee in the Assigned To field. The Task assignee may click the Escalate to Manager button to assign this Task to the manager.
To make the Escalate to Manager button available for a Task assignee to use:
The Advanced User package is installed.
The Assignee Manager Escalation setting is enabled for the Form Task element or Manual Task element associated with that Task. The Process Designer configures this when designing the Process.
The Task assignee's user account must be configured with either a direct manager or a group manager. If that Task assignee has both, the Task escalates to the direct manager. The Administrator configures managers for all users and groups.
Assigned: The date and time the Task was assigned displays below the Assigned To field. The Reassign button displays if the Task can be reassigned. The time zone setting to display the time is according to the ProcessMaker instance unless your user profile's Time zone setting is specified.
Request: The Request field displays the Process name associated with the Request preceded by its numerical iteration. Click the Process name to view the Request summary.
Requested By: The Requested By field displays the avatar and full name of the person who started the Request. Hover your cursor over a user's avatar to view that person's full name.
If the Task has been configured to allow the Task assignee to reassign the Task to another user, the Reassign button displays in the Task summary.
If this Task is assigned only to you, unless you started this Request, then no other users are available to which to reassign this Task.
Note that to reassign a Task, your user account must be configured with the View Users and View Groups permissions to view the available users and groups. Contact your ProcessMaker Administrator to provide your user account these permissions if necessary.
Follow these steps to reassign a Task to another user:
Click the Reassign button. The Reassign to screen displays.
Select the user to whom to reassign the Task.
Click Reassign.
If the Task has not been configured that it can be reassigned, then the Reassign button does not display. Therefore, the Task assignee does not have the option to reassign the Task to another user.
The Task summary displays general information about the completed Task. Follow these steps to view the summary for a completed Task:
Ensure that you are logged on to ProcessMaker Platform.
View all completed Tasks. The Completed Tasks screen displays.
Click the name of the Task from the Task column. The summary displays for the completed Task.
The following summary displays about a completed Task:
Completed on: The Completed on field displays the date and time the Task was completed.
Assigned To: The Assigned To field displays the avatar and full name of the person assigned the Task.
Assigned: The date and time the Task was assigned displays below the Assigned To field. 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.
Request: The Request field displays the Process name associated with the Request preceded by its numerical iteration. Click the Process name to view the Request summary.
Requested By: The Requested By field displays the avatar and full name of the Request starter. Hover your cursor over a user's avatar to view that person's full name.
After displaying the summary, there could display the following:
If the task finishes the request, the screen redirects to the completed Request summary.
If the task does not finish the request, the screen redirects to the To Do Tasks list.
Understand the standard SQL syntax from which to search ProcessMaker Platform data using ProcessMaker Query Language (PMQL).
LOWER
Function to Disregard Case Sensitivity in Strings and Request VariablesPMQL queries are case sensitive in regard to comparative and logical operators. If querying for a string or the value of a Request variable name, PMQL returns results only if the case exactly matches your query. Use the lower
function to disregard case-sensitivity evaluation by lower-casing strings and Request variable names. The lower
function is useful for when you are unsure of the case sensitivity of the comparing string or Request variable name.
lower(RequestVariable)
where RequestVariable
is the Request variable name
lower(data.job_title) LIKE "prod%" OR lower(data.job_title) LIKE "proj%"
PMQL operators such as AND
, OR
, and LIKE
are not case-sensitive. PMQL operators are capitalized in this document for easier readability.
Spaces are allowed between operators. Example: data.last_name = "Canera"
LIKE
Operator for Wildcard Pattern MatchingUse the LIKE
operator, then include wildcards %
or _
within the quotation marks ("
) of your search parameter.
The LIKE
operator is not case sensitive. However, this operator is capitalized in this document for easier readability.
The %
wildcard represents zero, one, or more characters. The _
wildcard represents exactly one character.
request LIKE "P%"
finds Requests associated with all Processes that begin with P
.
status LIKE "c%"
finds Requests with both Completed and Canceled statuses.
data.last_name LIKE "Ca%"
finds all values from Requests that begin with Ca
in the last_name
Request variable.
data.last_name LIKE "Ca___"
finds all values from Requests that begin with Ca
and those that match three following characters in the last_name
Request variable.
task LIKE "T%"
finds all Tasks that begin with T
.
See the following properties for more examples how to use the LIKE
operator:
Use the LIKE
operator with the %
wildcard to find text in a specified JSON array within Request data. Consider the following JSON array in Request data that contains two JSON objects. Each JSON object contains the first name, last name, and email address.
Use the following PMQL search query to find both persons in Request data based on the string company
. PMQL finds the string company
regardless of what string precedes or follows the sought pattern because the %
wildcard disregards all content in the JSON array preceding and following that pattern.
IN
and NOT IN
Operators for Array ValuesThe values are specified as a comma-delimited list, surrounded by square brackets and each value in quotation marks.
See the following examples:
Find for completed or erroneous Tasks where the Request Date is not 2021-07-01
or 2021-05-01
:
(status IN ["Completed", "Error"]) AND data.date NOT IN ["2021-07-01", "2021-05-01"]
Find for completed or erroneous Requests where the Request Date is 2021-07-01
or 2021-05-01
:
(status IN ["Completed", "Error"]) AND data.date IN ["2021-07-01", "2021-05-01"]
Find for completed or in progress Requests where the participant is admin
or Melissa
. The last modified is equal or major to 2020-07-01 00:00:00
. participant IN ["admin", "Melissa"] AND status NOT IN ["Completed", "In Progress"] AND modified >= "2020-07-01 00:00:00"
CAST
Function to Convert Data TypesThe CAST
function is a standard SQL syntax that PMQL supports for specific data types.
The CAST
function is not case sensitive. However, this function is capitalized in this document for easier readability.
The CAST
function converts data from one data type to another. PMQL supports the CAST
function for the following data types:
Text: If the Request data stores the Request variable in the PMQL query as an integer (such as 2
), convert that value to text ("2").
Number: If the Request data stores the Request variable in the PMQL query as text (such as "2"), convert that value to a number (2
). For example, use the CAST
function in a PMQL query to perform a numerical comparison to the Experience
Request variable that stores a job candidate's experience in an industry to find job candidates with two (2) years of experience or greater, use the following PMQL query: CAST(data.Experience as number) >= 2
.
See the following properties for examples:
NOW
Keyword to Perform Temporal Comparisons from NowThe NOW
keyword is not case sensitive. However, this keyword is capitalized in this document for easier readability.
The NOW
keyword represents the current datetime. Use the NOW
keyword in PMQL search queries to find Requests or Tasks in the following ways:
Dynamically compare the age of a Request or Task from the current datetime based on when the sought Request or Task was created or last modified. PMQL supports the following intervals of time:
second
minute
hour
day
Perform arithmetic operations on dates by using the following syntax:
date
operator
+
or -number
interval
where:
date
represents the date
operator
represents the comparative operator
+
or -
represents the addition or subtraction (respectively) from the date
number
represents the number to add or subtract from the date
interval
is the interval of time
Use the following PMQL query search query to find Requests for ProcessName
that are not more than two (2) days old:
Find Requests from ProcessName
in which its Request participants are 25 years old or younger by only having their date of birth in a Request variable called DOB
, use the following PQML search parameter:
Calculate the date of birth by subtracting 9125 days from the current datetime (365 * 25 = 9125).
Delete a schedule, thereby stopping a regular interval to email reports of a Saved Search's results.
Deleting a schedule stops the regular interval to email reports of that Saved Search's results. Deleting a schedule cannot be undone.
Only the user that created the Saved Search may delete report email scheduling.
Follow these steps to delete a scheduled interval to email reports of a Saved Search's search results:
Click Confirm.
Click the Enable Notifications buttonto enable notifications for this Saved Search.
Click the Disable Notifications buttonto disable notifications for this Saved Search.
Alternatively at the bottom-left, enable the tree toggle key to see the tree representation of the JSON data model to understand the different structural elements within it. To navigate in the Data Browser canvas, see Data Browser.
ProcessMaker Query Language () builds upon standard search query language (SQL) syntax to use properties unique to ProcessMaker Platform. PMQL supports the following SQL syntax:
PMQL supports the following operators in and between each search criterion. The example for each comparative or logical operator assumes that the PMQL query searches against Request data for a Request variable (such as last_name
, experience
, and job_title
). See why data.
precedes each Request variable in each example.
for the Request
data type
for the Task
data type that includes an example how to
for the Task
data type
for the Task
data type
for the Collection
data type
See Example 2 for the for the Task
data type for another example.
Use the IN
operator to search for data where the value of the specified is one of multiple specified values.
Inversely, use the NOT IN
operator to search for data where the value of the specified is not one of multiple specified values.
for the Request
data type
for the Collection
data type
See . See also the following property examples:
for the Request
data type
for the Request
data type
for the Task
data type
for the Task
data type
for the Task
data type
for the Task
data type
for the Task
data type
for the Task
data type
for the Task
data type
for the Task
data type
for the Collection
data type
Dynamically determine a chronological value of a Request variable from Request data as part of the PMQL search query. See .
To delete a scheduled interval to email reports of a results, the must be installed.
Use the Pause iconto suspend the schedule of emailed reports for that Saved Search's results. You may then click the Play iconto resume the schedule if necessary. This is an alternative from permanently deleting the schedule.
. The Scheduled Reports page displays for that Saved Search.
Click the Delete iconfor the schedule in which to delete. The Caution screen displays to confirm the deletion of the schedule.
Operator Description | Syntax | Example |
Equal to |
|
|
Not equal to |
|
|
Less than |
|
|
Greater than |
|
|
Less than or equal to |
|
|
Greater than or equal to |
|
|
Search multiple required properties (logical operator) |
|
|
Search for any of multiple properties (logical operator) |
|
|
Group multiple logical operators | n/a |
|
Pattern matching |
|
Create a chart based on the results of a Saved Search to visualize those results.
Follow the steps below only to create a horizontal bar, vertical bar, line, pie, or doughnut chart types. Settings for the count and list chart types vary from the steps described below.
See the following sections for steps to create their chart types:
Follow these steps to create a horizontal bar, vertical bar, line, pie, or doughnut chart types for a Saved Search:
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
In the Name setting, enter the name of the chart. This is a required setting.
From the Chart Type group, select one of the following chart types to visualize the results of this Saved Search:
Bar (Horizontal) is the default chart type.
Select from the following options how to aggregate the selected chart metric:
Average: The average is the arithmetic mean calculated by adding a group of values, and then dividing by the count of those items.
Count: The chart visualizes the number of values of the metric you select.
Minimum: The chart visualizes the minimum value of the metric you select.
Maximum: The chart visualizes the maximum value of the metric you select.
Median: The median is the middle value of a group of values that is calculated by sorting each of the values of the metric you select, then visualizing the middle value.
Sum: The sum is the arithmetic addition of each value of the metric you select. This is the default option.
This is a required setting.
From the Color Scheme setting, select the color palette from which to display the chart.
From the Legend setting, select where to place the legend in respect to the chart from the following options:
None: The chart legend does not display.
Top: The legend displays above the chart. This is the default option.
Bottom: The legend displays below the chart.
Left: The legend displays to the left of the chart.
Right: The legend displays to the right of the chart.
Click Save. If a required setting does not contain a value or selection, the following message displays: The given data was invalid.. Otherwise, the chart and the following message display: Successfully Created Chart.
Follow these steps to create a count chart type for a Saved Search:
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
In the Name setting, enter the name of the chart. This is a required setting.
Bar (Horizontal) is the default chart type.
Select from the following options how to aggregate the selected chart metric:
Average: The average is the arithmetic mean calculated by adding a group of values, and then dividing by the count of those items.
Count: The chart visualizes the number of values of the metric you select.
Minimum: The chart visualizes the minimum value of the metric you select.
Maximum: The chart visualizes the maximum value of the metric you select.
Median: The median is the middle value of a group of values that is calculated by sorting each of the values of the metric you select, then visualizing the middle value.
Sum: The sum is the arithmetic addition of each value of the metric you select. This is the default option.
This is a required setting.
Click the Display tab to configure the appearance and style of the Saved Search chart.
From the Background Color setting, select a color as the background for the count chart canvas.
From the Icon setting, select an icon to display beside to the left of the count chart metric. The Line Chart icon is the default icon.
In the Label setting, optionally enter a label to describe the count chart metric instead of the metric's default label.
Click Save. If a required setting does not contain a value or selection, the following message displays: The given data was invalid.. Otherwise, the chart and the following message display: Successfully Created Chart.
Follow these steps to create a list chart type for a Saved Search:
Click the Charts tab. The Charts tab displays all charts created for this Saved Search.
In the Name setting, enter the name of the chart. This is a required setting.
Bar (Horizontal) is the default chart type.
Enable the Select Pivot Table toggle key to create a list chart from which any column header in the chart may be selected to sort the raw data. The Select Pivot Table is disabled by default. If the Select Pivot Table toggle key is enabled, the following settings display:
Select from the following options how to aggregate the selected chart metric:
Average: The average is the arithmetic mean calculated by adding a group of values, and then dividing by the count of those items.
Count: The chart visualizes the number of values of the metric you select.
Minimum: The chart visualizes the minimum value of the metric you select.
Maximum: The chart visualizes the maximum value of the metric you select.
Median: The median is the middle value of a group of values that is calculated by sorting each of the values of the metric you select, then visualizing the middle value.
Sum: The sum is the arithmetic addition of each value of the metric you select. This is the default option.
This is a required setting.
Click the Display tab to configure the appearance and style of the Saved Search chart.
Follow this step if the Select Pivot Table toggle key is enabled from the Source tab:
Follow these steps if the Select Pivot Table toggle key is disabled from the Source tab:
From the Background Color setting, select a color as the background for the list chart canvas.
Click Save. If a required setting does not contain a value or selection, the following message displays: The given data was invalid.. Otherwise, the chart and the following message display: Successfully Created Chart.
Learn everything you need to know about transitioning from PM3
Projects help you organize and collaborate with your team
Create one location from which to share assets all team members can use
Invited collaborators have full access to your Project assets, regardless of user or group permissions
Assets may include:
Processes
Screens
Scripts
Data Connectors
Decision Tables
Import a Project that contains all of its assets
Export a Project that contains all of its assets
Quickly access your Projects, recent Project assets, or create new ones
AI Assistant can model your Process from your natural language description
AI Assistant can code, clean, document, or explain your Script
AI Assistant can generate your Screen without knowing how to use Screen Builder controls
A Process is a set of steps and decisions to complete a particular goal
Create from a blank canvas
AI Assistant can model your Process from your natural language description
Explore the possibilities by creating a Process from a Template
Collaborate with your teammates to design faster, innovate together, and improve productivity
Preview Assets from Process Modeler
Quickly create assets for:
Form Task elements
Manual Task elements
Script Task elements
PDF Generator connectors
Write comments to your collaborators directly from Process Modeler to maximize productivity. They receive your comments as notifications to view them.
Use Process Testing to evaluate runtime behavior of a Process. A Process Scenario contains the scope of a Process Test run using mock Request data.
Starts a Request and sets who may do so
Assigns a Task to a person with a digital form
Determines the outcome to a decision based on workflow conditions
Ends a Request
Learn more about all BPMN 2.0 ProcessMaker Platform supports
Screens are digital forms which participants interact with information
Create digital forms for Tasks
AI Assistant can generate your Screen without knowing how to use Screen Builder controls
Link a Screen to a Form Task element--or quickly create one
Create scripts in C#, Java, JavaScript, Lua, PHP, Python, and R
Connect to a third-party service, designed by ProcessMaker
Design for different business rules that may be used in any Process
Create a connector that accesses RESTful or SOAP data sources
A Reusable Process Modeler Object Composed of Other Objects
A Process Scenario contains the scope of a Process Test run using mock Request data to evaluate runtime behavior
Create the Scenario that contains the JSON data model that mocks the Request data during Process Testing
Run a Process test using a configured scenario that tests workflow using mock Request data without affecting production instances or logs of that Process
Start an instance of a Process
View Tasks to Self-Service
Review your Request data in an easy-to-use browser where JSON displays as visualized in a tree structure
Work from Mobile and Desktop
Work with Requests and Tasks from your mobile device
Quickly access:
your assigned Tasks
your Requests
Requests you can start
Process Analytics Reports
Create a user account and assign it platform permissions
Organize users into groups (and groups into groups) to better manage user permissions
Manage settings for DocuSign, External Integrations, IDP, LDAP, SCIM, SSO, and others
Connect to external integrations via CDATA drivers
Grant applications access to ProcessMaker Platform
More SSO configuration options, including
automatic registration
set user/group permissions for new users
even more
Customize branding, dashboards, top-level menus, and other UI
Create a container from which to run Scripts
Manage record Collections, designed to be your "Source of Truth" for data storage in ProcessMaker Platform
Manage text labels within ProcessMaker Platform
See .
To create a chart for a results, the must be installed.
in which to create a chart. The Data tab displays the data details for that Saved Search.
Click the +Chart button. The Create Chart screen displays the General tab.
Bar (Horizontal): The horizontal-style bar chart visualizes Saved Search results in horizontal bars. See .
Bar (Vertical): The vertical-style bar chart visualizes Saved Search results in vertical bars. See .
Line: The line chart visualizes Saved Search results as data points on a line to show how those results trend. See .
Pie: The pie chart visualizes Saved Search results as relational proportions between data. See .
Doughnut: The doughnut chart visualizes Saved Search results as relational proportions between data similarly to the pie chart type but with the inner portion removed. See .
Count: The count chart displays a single data metric on a canvas. See . If you select the Count chart option, see for its specific settings.
List: The list chart displays chart data in tabular format. See . If you select the List chart option, see for its specific settings.
Click the Source tab to configure from which Saved Search's results to visualize in the chart.
From the Series setting, select how to group the chart data. The groups the chart content by the units of measurement in the X-axis for applicable chart types. See . Options that display in the Series drop-down menu derive from the columns configured from the Saved Search tabular data as displayed from the Data tab of this Saved Search. The default configurable columns vary for each type of Saved Search. The Recommended indicator for Saved Search results represent dates, numbers, and/or unique text results and are recommended when configuring the chart series. This is a required setting for applicable charts.
From the Category setting, optionally select a secondary measurement by which to aggregate the chart series. See . The Category setting does not apply to count charts. Options and their recommendations that display in the Category setting are the same as those in the Series setting.
From the Metric setting, select the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. The Metric setting options are numerically-based Saved Search results such as # that represents the ID for the Request, Task, or Collection record associated with that Saved Search. See .
In the Query setting, optionally enter a ProcessMaker Query Language () query from which to further filter the Saved Search's results. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
Click the Display tab to configure the appearance and style of the Saved Search chart.
Enable the Stacked toggle key to stack the chart's data markers: overlay the data markers one another in the x- and y-axis. See .
To create a chart for a results, the must be installed.
in which to create this chart type. The Data tab displays the data details for that Saved Search.
Click the +Chart button. The Create Chart screen displays the General tab.
From the Chart Type group, select the Count chart type to visualize the results of this Saved Search. The Count chart type displays a single data metric on a canvas. See .
If you select the Bar (Horizontal), Bar (Vertical), Line, Pie, or Doughnut options, see for their specific settings to create those chart types.
If you select the List chart option, see for its specific settings.
Click the Source tab to configure from which Saved Search's results to visualize in the chart.
From the Metric setting, select the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. The Metric setting options are numerically-based Saved Search results such as # that represents the ID for the Request, Task, or Collection record associated with that Saved Search. See .
In the Query setting, optionally enter a ProcessMaker Query Language () query from which to further filter the Saved Search's results. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
To create a chart for a results, the must be installed.
in which to create this chart type. The Data tab displays the data details for that Saved Search.
Click the +Chart button. The Create Chart screen displays the General tab.
From the Chart Type group, select the List chart type to visualize the results of this Saved Search. The List chart type displays chart data in tabular format. See .
If you select the Bar (Horizontal), Bar (Vertical), Line, Pie, or Doughnut options, see for their specific settings to create those chart types.
If you select the Count chart option, see for its specific settings.
Click the Source tab to configure from which Saved Search's results to visualize in the chart.
From the Series setting, select how to group the chart data. The groups the chart content by the units of measurement in the X-axis for applicable chart types. See . The Series setting does not apply to count charts. Options that display in the Series drop-down menu derive from the columns configured from the Saved Search tabular data as displayed from the Data tab of this Saved Search. The default configurable columns vary for each type of Saved Search. The Recommended indicator for Saved Search results represent dates, numbers, and/or unique text results and are recommended when configuring the chart series. This is a required setting for applicable charts.
From the Category setting, optionally select a secondary measurement by which to aggregate the chart series. See . The Category setting does not apply to count charts. Options and their recommendations that display in the Category setting are the same as those in the Series setting.
From the Metric setting, select the chart contents from the Saved Search tabular-formatted results to aggregate as well as how to aggregate that data. The Metric setting options are numerically-based Saved Search results such as # that represents the ID for the Request, Task, or Collection record associated with that Saved Search. See .
In the Query setting, optionally enter a ProcessMaker Query Language () query from which to further filter the Saved Search's results. See the following topics for information how to use PMQL for Requests, Tasks, and Collections:
From the Background Color setting, select a color as the background for the list chart canvas.
Enable the Display link toggle key to display a link that, when clicked, redirects to the corresponding Request, Task or Collection record depending from which type of Saved Search the list chart derives its data. The link displays as the Open Record iconat the end of each row. The Display link toggle key is enabled by default.
Enable the Make rows clickable toggle key to allow anywhere within a list chart row to redirect to the corresponding Request, Task or Collection record depending from which type of Saved Search the list chart derives its data. The Make rows clickable toggle key is disabled by default.
Preview the , , , and Email Screen directly from the Process model object to evaluate what the participant will experience
View your assigned Tasks. Even better? .
Receive updates about Requests and your assigned Tasks.
Participants and Designers can access notifications easily to ensure communication and easy access to relevant comments.
Request participants may receive notifications when the following events occur:
The Inbox tab displays participant event notifications as follows:
A Request has started. The notification specifies for which Process.
A Request participant is assigned a Task. Selecting a notification for an assigned Task opens that Task's summary.
Task assignees and/or Request participants may be notified when a Task is due.
The Request starter's Request is canceled. Selecting a notification for a canceled Request opens that Request's summary.
The Request starter's Request is completed. Selecting a notification for a completed Request opens that Request's summary.
A Process is imported.
The Notifications tab also displays when each of these types of events occur.
The Comments tab displays comment notifications when a user tags you in a Request comment, a Task comment, or as a collaborator designing a Process model. Selecting a notification for a tagged comment opens that Request summary, Task summary, or Process that contains the tagged comment. If you are not a Request participant prior to being tagged in a Request or Task comment, you become a Request participant.
Process Designers may receive notifications when the following events occur:
The Inbox tab displays the following Designer event notifications:
A Request has started for a specific Process. The Notifications tab also displays each of these events.
A Request participant is assigned a Task. Selecting a notification for an assigned Task opens that Task's summary.
Task assignees and/or Request participants may be notified when a Task is due.
The Request starter's Request is canceled. Selecting a notification for a canceled Request opens that Request's summary.
The Request starter's Request is completed. Selecting a notification for a completed Request opens that Request's summary.
A Process is imported.
The Notifications tab also displays when each of these types of events occur.
The Comments tab displays comment notifications when a user tags you from Process Modeler. This may occur while collaborating in real-time on a Process. If commenting in the Process is enabled, a comment posted in Process Modeler also sends a notification to the Process Manager and to any user tagged.
You may configure your Saved Search to notify you each time search results change based on your Saved Search parameters. For example, suppose that you have a Saved Search for all in-progress Requests for a particular Process, such as for a Purchase Request Process. Each time a Request starts for that Process, your Saved Search results change. If your Saved Search is configured to send notifications each time your Saved Search results change, you receive a notification.
Note that the Saved Search package must be installed to use Saved Searches.
There are three types of notifications:
Inbox
Notifications
Comments
When reviewing new notifications you can do the following:
Select the notification represented by the hyperlinked text.
A notification may contain the following information:
Task name: The name of the assigned Task displays as a hyperlink to that Task.
Task assignment date: To the right of the Task name displays the date and time in which the notification was sent to you. 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.
Request name: Below the assigned Task displays the name of the Request associated with that Task.
Request starter: Below the Request name is the full name of the person who started the Request.
Request completed: If you are a Request participant when a Request completes, a notification displays Request completed: followed by the name of the completed Request.
Request canceled: If you are a Request participant when a Request is canceled, a notification displays Request canceled: followed by the name of the canceled Request.
The Unread Notifications page displays all your unread notifications. To view the Unread Notifications page, follow the next steps:
Select a tab Inbox or Comments.
The Unread Notifications page displays the following information in tabular format about your unread notifications:
User: The User column displays to whom the notification applies. This user is often you, but it might also include others such as a person who canceled a Request.
Subject: The Subject column displays the subject of the notification. If the subject pertains to an assigned Task, the subject may include the following:
Task name: The name of the Task displays in blue-colored text. Select the Task name to open the Task.
Request name: The name of the Request associated with the Task displays in parentheses.
Tagged comment: If tagged in a comment, the Request comment or Task comment in which you were tagged.
Created: The Created column displays when the notification was sent to you. 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.
Need to search for a notification? See Search for a Notification.
Follow these steps to view all your notifications:
Select the Inbox or Comments tab.
The All Notifications page displays the following information in tabular format about all your notifications:
Status: The Status column displays the status of the notification using one of the following icons:
User: The User column displays to whom the notification applies. This user is often you, but it might also include others such as a person who canceled a Request.
Subject: The Subject column displays the subject of the notification. If the subject pertains to an assigned Task, the subject may include the following:
Action icon: An icon displays what action is associated with the notification so you can prioritize which notification to read first. These are the action icon indicators:
Task name: The name of the Task displays in blue-colored text. Select the Task name to open the Task.
Request name: The name of the Request associated with the Task displays in parentheses.
Tagged comment: If tagged in a comment, the Request comment or Task comment in which you were tagged.
Created: The Created column displays when the notification was sent to you. 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.
Need to search for a notification? See Search for a Notification.
Search for any notification displaying in the Unread Notifications or All Notifications pages.
To search for a notification, select the Search setting and then enter text to filter notifications using any of the following criteria:
User: Search for the user associated with the notification.
Subject: Search by the subject of the notification.
The notifications screen displays your notifications. To view new notifications, click the Notifications iconwhen it indicates you have one or more notifications.
Notifications remain visible until you click the Notifications icon and scroll down all notifications.
Click the View All button to view all notifications.
If you have no notifications when you select the Notifications icon, the following message displays: All Cleared! No new notifications at the moment.
Click the Notifications icon. Inbox notifications display.
Click the View All button. All notifications display.
Click the Unread Notifications iconin the left sidebar when you are viewing the All Notifications page.
Status: The Status column displays the unread status iconto indicate the notification is unread. Click the icon to indicate that the notification is read. Doing so makes the notification display in the All Notifications page.
Click the Notifications icon. Inbox notifications display.
Click the View All button.
Click the All Notifications iconin the left sidebar. The All Notifications page displays.
Unread status: The notification is unread. Click the icon to indicate its status as read.
Read status: The notification is either read or dismissed when the notification was viewed. Click the icon to indicate its status as unread.
Assigned Task: The Assigned Task iconindicates that the notification is associated with an assigned task.
Completed Request: The Completed Request iconindicates that the notification is associated with a completed Request.
Canceled Request: The Canceled Request iconindicates that the notification is associated with a canceled Request.