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Understand what Requests are in ProcessMaker Platform.
In ProcessMaker Platform, a "Request" is a single occurrence of a Process. A Request is more than just starting a Process. A Request is the workflow routing of one incident of a Process. A Request may be initiated by a user or triggered automatically by other means, such as a Sub-Process or a Signal, for example.
This is called a “Request” because many Processes begin with a request for an approval or a decision. Below are a few examples:
Request approval for a budget.
Request a leave of absence for next week.
Request to purchase office supplies.
You may start a Request 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 notified of the Request and that you have a Task 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.
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.
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 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:
Click the Requests option from the top menu if the Requests page is not currently displayed. The My Requests page displays.
The Requests In Progress page displays the following information in tabular format about in-progress 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 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.
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.
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.
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.
Ensure that you are to ProcessMaker Platform.
Click the In Progress tab or click the In Progress iconfrom the left sidebar. The In Progress page displays.
Below is an example of the In Progress page that displays in-progress 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 .
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.
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 .
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:
Click the Requests option from the top menu if it is not currently displayed. The My Requests page displays.
The Completed page displays the following information in tabular format about completed 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 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.
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.
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.
Ensure that you are to ProcessMaker Platform.
Click the Completed tab or click the Completed iconfrom the left sidebar. The Completed page displays.
Below is an example of the Completed page that displays completed 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 .
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. 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 .
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.
See the Request permissions or ask your Administrator for assistance.
Follow these steps to view all Requests in your organization:
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 All Requests page that displays all Requests. The Saved Search package is not installed in this example.
The All Requests page displays the following information in tabular format about all 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 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.
Canceled: The Request has been canceled. See Cancel a Request.
Error: An error occurred with the Request. View the Request summary 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 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.
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.
Search for any Request in which you started or have been a participant.
Follow these steps to do a basic search for a Request:
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.
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.
If there are no search results, the following message displays: No Data Available.
Follow these guidelines to do an advanced search for a Request using PMQL:
Go to the search bar on the Requests page you are viewing.
Press the Enter keyboard. If there is no search criteria in the PMQL setting when the Enter keyboard is clicked, all requests display.
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.
If there are no search results, the following message displays: No Data Available.
Click the All Requests tab or click the All iconfrom the left sidebar. The All Requests 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.
Do or searches for Requests. To do basic or advanced searches for Requests, view one of the following Requests pages:
My Requests page. See .
In Progress page. See .
Completed page. See .
All Requests page. See . (Note that your user account must have the to view the All Requests page.)
Use for the most accurate means by which to locate specific Requests.
Use for the most accurate means by which to locate specific Requests.
View one of the Requests pages described in the of this topic.
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 is installed, save and share the Request 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 to compose an advanced search for Requests.
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.
View one of the Requests pages described in the of this topic.
In the PMQL setting next to the magnifying glass icon, enter your PMQL parameters that compose your advanced search. See .
Optionally, if the is installed, save and share the Request 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 .
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.
View and send comments to Requests.
Follow these steps to view posted comments to a Request:
Click the Requests option from the top menu to see in-progress requests.
From the Case # or Case Title column, click on a request to view the request 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.
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.
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.
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.
Request participants may edit their own comments, but not those posted by others.
Follow these steps to edit one of your Request comments:
Locate your posted Request comment to edit.
Click the Edit button. The edited comment posts. Otherwise, click Cancel.
Request participants may delete their own comments, but not those posted by others. If the comment being deleted has replies, then its replies are also deleted.
Follow these steps to delete one of your Request comments:
Locate your posted Request comment to delete.
Click Confirm and the comment is deleted from the list of posted comments.
Follow these steps to refresh Request comments if any user made a new comment while using the Comments feature:
On the bottom right of the Comments section, click the Refresh button. New comments or replies from other users display in the Comments panel.
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.
Comments allow 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 .
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 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 for the most commonly used Markdown syntax.
Ensure that you are to ProcessMaker Platform.
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:
.
.
.
. (Note that you must have the to view the All Requests page.)
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 at the bottom menu to update and view new comments.
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 .
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 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.
From the Write a comment field, enter your Request 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 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 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.
.
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 Request comment.
.
Learn what information displays in a Request summary.
View all your assigned Tasks.
Follow these steps to view the tasks assigned to Request participants:
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 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.
Task: The Task column displays the name of each Task to be completed for the selected Request for all Request participants. If a Task is assigned to you, a hyperlink displays in the Task name.
Assigned: The Assigned column displays the username's avatar to whom the Task is assigned. Hover your cursor over a user's avatar to view that person's full name.
Below the table see the following:
The Tasks tab displays the summary for all assigned to the Request participants at that time.
Ensure that you are to ProcessMaker Platform.
, , or page if the request status is In Progress.
, 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.
The Tasks tab displays the following summary in tabular format about assigned to Request participants to that time:
#: The # column displays the Task ID associated with its . Each time that Task is assigned to a Request participant, the ID for that Task increments by one.
Due: The Due column displays the date the Task is due. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
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.
, 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:
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:
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:
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.
Ensure that you are to ProcessMaker Platform.
View , , , or page if the request status is Error.
Click the Open Request iconfor a Request. That Request's summary displays.
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 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 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 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
Click the Open Request iconfor a Request. That Request's summary displays.
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 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.
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:
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.
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.
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 user profile's Time zone setting is specified.
Description of the action: To the right of when the Request action occurred displays a description of that action. The system generates this action description.
View a Request's summary.
Each Request displays a summary of that Request to that time.
Follow these steps to view a Request 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.
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.
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 Sub Process. 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 View Your Requests for descriptions of each status icon.
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.
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 user profile's Time zone setting is specified.
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.
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 Sub Process. 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 View Your Requests for descriptions of each status icon.
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.
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 user profile's Time zone setting is specified.
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.
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 Cancel a Request.
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 Sub Process. 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 View Your Requests for descriptions of each status icon.
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.
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 user profile's Time zone setting is specified.
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.
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 user profile's Time zone setting is specified.
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 user may rollback to return to a previously completed Task when an error has occurred in that Request. The Process Manager 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.
A Request may be rolled back in the following circumstances:
That user attempting to rollback that Request is a Process Manager.
The Script Task or Data Connector object that has an error is preceded by a Form Task element during that Request's workflow routing.
The Script Task or Data Connector object that has an error has a subsequent Form Task element.
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:
That user attempting to retry that Request must have the Make this user a Super Admin option enabled on that user account.
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.
Click the Open Request iconfor a Request. That Request's summary displays.
Click the Open Request iconfor a Request. That Request's summary displays.
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 Sub Process 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 View Your Requests for descriptions of each status icon. Below is an example of a parent 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 Sub Process 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 View Your Requests for descriptions of each status icon. Below is an example of a parent 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 Sub Process 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 View Your Requests for descriptions of each status icon. Below is an example of a parent Request in a Request summary.
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 Sub Process. 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 View Your Requests 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 Sub Process 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 View Your Requests for descriptions of each status icon. Below is an example of a parent Request in a Request summary.
Locate the Complete field.
Click Complete. A message displays to confirm you want to complete the Request.
Locate the Rollback Request field.
Click Rollback. The Caution screen displays to confirm rollbacking the Request that is in an ERROR state.
Locate the Retry Request field.
Click Retry. The Caution screen displays to confirm retrying the Request that is in an ERROR state.