ProcessMaker Documentation
ProcessMaker 4.3
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Configure a Process

Edit the configuration and notifications for a Process.

Permissions Required

Your user account or group membership must have the following permissions to configure a Process unless your user account has the Make this user a Super Admin setting selected:
  • Processes: Edit Processes
  • Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.

Configure General Settings

Follow these steps to configure general settings for a Process:
  1. 1.
    ​View your Processes. The Processes tab displays.
  2. 2.
    Click the Configure icon
    for your Process. The Configuration tab displays.
    ​
    ​
  3. 3.
    Edit the following Process configuration as necessary:
    • In the Name setting, edit the unique name of the Process. This is a required setting.
    • In the Description setting, edit the description of the Process. This is a required setting.
    • From the Category drop-down menu, select to which categories to assign this Process. In doing so, Process Categories may be sorted from the Processes page. To remove a Process Category that is currently selected, click the
      icon for that selection or press Enter when the drop-down is visible. This is a required setting. See What is a Process Category? for more information how this affects new Requests for this Process.
    • From the Process Manager drop-down menu, select which user is the Process Manager. The Process Manager understands the Process design and workflow dynamics to troubleshoot Request routing incidents. This setting is only available if the Advanced User package is installed. This user is assigned Tasks in this Process's Requests in which workflow would otherwise pause indefinitely because that Request's workflow cannot continue to a valid Task assignee for any of the following reasons:
      • The Request routes to a Task assignee whose user account is inactive.
      • The Request routes to the Task assignee's manager, but that user's account is not configured with a manager.
      • The Task assignee does not have a user account manager, and is a member of two or more groups which have different managers.
      • The Request routes to a Task assignee in which that user's account is set with the following statuses:
        • The user's account is set to Out of Office status, but not configured with a delegated user to assign new Tasks while with this status.
        • The user's account is set to Scheduled status, is not scheduled to work when the Task is assigned, and is not configured with a delegated user to assign new Tasks.
        The Process Manager is assigned the Task in that Request, and may then indicate how to route that Request. The Process Manager may optionally cancel that Request if that user is among those selected in the Cancel Request setting.
      If this Process is not configured correctly, such as with a Process Manager, then the following icon displays preceding the process name of the Processes page:
      . The Processes page displays all active and inactive Processes.
    • From the Cancel Request drop-down menu, assign which user(s) or group(s) have permission to cancel Requests from this Process. If no users or groups are selected, no one can cancel a Request from this Process. Type into the Cancel Request setting to filter users and/or groups that display in that setting's drop-down menu. To remove a user or group that is currently selected, click the
      icon for that selection or press Enter when the drop-down is visible.
    • From the Cancel Screen drop-down menu, select a Display-type Screen to display when a Request for this Process is canceled.
    • From the Edit Data drop-down menu, assign which user(s) or group(s) have permission to edit Request data from this Process. To remove a user or group that is currently selected, click the
      icon for that selection or press Enter when the drop-down is visible.
    • From the Status drop-down menu, select one of these options:
      • Active: Select the Active option to allow users to start new Requests of this Process. Active processes display the Active icon
        when viewing your Processes.
      • Inactive: Select the Inactive option to prevent users from starting new Requests of this Process. Setting a Process as Inactive only disables starting new Requests of this Process. Any in-progress Requests are not affected by this change and can complete. Inactive Processes display the Inactive icon
        when viewing your Processes.
  4. 4.
    Click Save.

Configure Process Notifications

Configure Process notifications to notify Process Request starters and/or participants when any of the following Request events occur:
  • Request started: A Request for this Process started.
  • Request canceled: A Request for this Process was canceled.
  • Request completed: A Request for this Process completed.
Process notifications can be sent to the following sets of users or group members:
  • Process Manager: The Process Manager is an optional user assigned this role from the Process's configuration. The Process Manager understands the Process design and workflow dynamics to troubleshoot Request routing incidents.
  • Request starter: A Request starter is any user or group member who has been granted permission to start a Request for this Process.
  • Request participants: A Request participant is any user or group member who participates in a specific Request for this Process. A Request participant is an individual who is assigned a Task in the Request.
Follow these steps to configure notifications for a Process:
  1. 1.
    ​View your active Processes. The Processes page displays.
  2. 2.
    Select the Config icon
    for your Process. The Configuration tab displays.
  3. 3.
    Click the Notifications tab.
    ​
    ​
  4. 4.
    Toggle any of the following settings as necessary:
    • Request Started: Toggle the Request Started toggle key to indicate whether Request starters are notified that a Request from this Process started.
    • Request Canceled: Toggle the Request Canceled toggle key to indicate whether Request starters
      and/or Request participants are notified that a Request from this Process was canceled.
    • Request Completed: Toggle the Request Completed toggle key to indicate whether Request starters and/or Request participants are notified that a Request from this Process completed.
  5. 5.
    Click Save.

Configure Commenting Functions

Configure which commenting functions Request participants may use in Request summaries for a Process.
​Form Task elements and Manual Task elements in your Process model may be configured to allow commenting in that element's Tasks. Process configuration commenting allowances do not affect commenting allowances for Tasks. See the following sections:
All commenting functions are restricted by default. If the Allow Comments commenting function is enabled, then the remaining commenting functions may be configured, but are restricted by default:
  • Allow comments: The Process must be configured to allow comments.
  • Add reactions to comments: Add emoticon reactions to sent comments in a Request summary if its associated Process is configured to allow it. When emoticon reactions are allowed, each sent comment from that Request summary displays the reaction icon
    below each comment from which a Request participant may click to select an emoticon reaction to a selected comment.
  • Allow comment voting: Vote on sent comments in a Request summary if its associated Process is configured to allow it. Voting allows Request participants to vote on the merits of a sent comment and provide feedback to the Request participant that sent that comment. When comment voting is allowed, each sent comment from that Request summary displays
    and
    icons below each comment from which to vote favorably or unfavorably to that comment, respectively.
  • Allow comment editing: Request participants may edit their own sent comments in a Request summary if its associated Process is configured to allow it. When comment editing is allowed, a
    icon displays above each comment a Request participant sent to that Task. The
    icon does not display above comments for Request participants that did not send that comment.
  • Allow comment deleting: Request participants may delete their own sent comments from a Request summary if its associated Process is configured to allow it. When comment deleting is allowed, a
    icon displays above each comment a Request participant sent to that Task. The
    icon does not display above comments for Request participants that did not send that comment.

Package Required

The Comments package must be installed to use commenting functions in Requests for a Process.
Follow these steps to configure how to restrict commenting functions in Request summaries from this Process:
  1. 1.
    ​View your active Processes. The Processes page displays.
  2. 2.
    Select the Config icon
    for your Process. The Configuration tab displays.
  3. 3.
    Click the Comments tab. If commenting for this Process is restricted, which is the default, then the Allow Comments toggle key is disabled.
  4. 4.
    Toggle the Allow Comments toggle key to allow commenting functions in Requests from this Process. Toggle keys for available commenting functions display. All commenting functions are disabled by default unless they have been previously configured. Commenting functions in Process configuration only affect Requests for this Process; these toggle keys do not affect commenting functions in Form Task elements and Manual Task elements in this Process's model.
  5. 5.
    Toggle any of the following settings as necessary to allow commenting functionality in this Process's Request summaries:
    • Allow Reactions: Toggle the Allow Reactions toggle key to allow or restrict emoticon reactions in this Process's Request summaries.
    • Allow Voting: Toggle the Allow Voting toggle key to allow voting to sent comments in this Process's Request summaries. Voting allows Request participants to vote on the merits of a sent comment and provide feedback to the Request participant that sent that comment.
    • Allow Comment Editing: Toggle the Allow Comment Editing toggle key to allow or restrict Request participants to edit their own sent comments in this Process's Request summaries.
    • Allow Comment Deletion: Toggle the Allow Comment Deletion toggle key to allow or restrict Request participants to delete their own sent comments in this Process's Request summaries.
  6. 6.
    Click Save.

Configure Version History

Package and Permissions Required

The Versioning package must be installed to view or edit the version history for a Process.
Furthermore, your user account or group membership must have the following permissions unless your user account has the Make this user a Super Admin setting selected:
  • Processes: Edit Processes
  • Processes: View Processes
  • Version History: Edit Version History
  • Version History: View Version History
See the Processes and Version History permissions or ask your Administrator for assistance.
A version is a set of changes made to a Process at a particular time by a Process Designer. Versioning maintains a record of all named and unnamed changes to that Process. Any of these versions may be viewed or retrieved, if needed. The Version History page displays all saved versions of the Process in a tabular format from where they can be edited and/or marked as the Current Version according to your business needs. The current version of a Process is used in all new Requests of that Process. Version changes are not reflected in Requests which were in-progress or already completed when the version changed. See the Versioning package for more information.
Follow these steps to view or edit the version history of your Process:
  1. 1.
    ​View your active Processes. The Processes page displays.
  2. 2.
    Click the Configure icon
    for your Process. The Configuration tab of the Edit Configuration page displays.
    ​
  3. 3.
    Click on the Version History tab. The Version History page displays.
    ​
     The Version History page organizes versions in a monthly format and displays the following information:
    • Date: The date and time of when a Process Designer saved this version in the Process Modeler.
    • Current Version: The most recent version of the Process is displayed at the top and is marked as the Current Version. This version is used in all in-progress and new Requests.
    • Name: The name of this version as entered by a Process Designer when saving the Process in the Process Modeler.
    • Description: A description of the changes in this version as entered by a Process Designer when saving the Process in the Process Modeler.
    • Saved by: The name of the Process Designer who saved this version.
  4. 4.
    Toggle the Only show named versions toggle key to show only the versions with a name assigned to them.
  5. 5.
    Click the Change Version Details icon
    to edit version details for this version. The Change Version Details screen displays.
  6. 6.
    Optionally, edit any of the following existing details about this named version:
    1. 1.
      In the Version Name setting, edit the name to this named version. If saving this named version with no name, this version does not display in the Version History page if the Only show named versions toggle key is enabled.
    2. 2.
      In the Additional Details (optional) setting, edit the details about this version. For example, describe the changes in this version for auditing, historical, or maintenance purposes.
    3. 3.
      Click Confirm and Save to save your changes. Otherwise, click Cancel.
  7. 7.
    Click the Copy to Latest icon
    to set a version as the current version. The Copy to Latest screen displays.
    The screen displays the warning This version will become the active version for this asset, indicating that this action will set this version as the current version.
  8. 8.
    Click Confirm and Save to set this version as the current version. Otherwise, click Cancel.

Assign ProcessMaker Vocabularies That Validate Request Data for a Process

Package Required

The Vocabularies package must be installed to assign which Vocabularies validate Request data for a Process. Use the Vocabularies package to maintain uniform JSON schemas across all ProcessMaker assets in your organization. These assets include Processes, Screens, and Scripts.
A Vocabulary is a JSON schema. The JSON schema describes the data objects, types, and structure that you want in both a machine and human readable format. Apply one or more Vocabularies to your Processes and/or specific BPMN 2.0 elements in your Process models to ensure the JSON data model in Request data complies with the data structure outlined in the JSON schema that you need to meet regulatory specifications or ensure Request data contains required information.
Assign Vocabularies that validate Request data complies with a specific JSON schema. This is often mandatory for many types of business sectors including banking and healthcare. Ensure the quality and compliance of Request data. For example, during a Loan Application process, ensure that personal information has been included in the Request to that moment in that in-progress Request. The Vocabularies package must be installed to make this configuration.
Each moment ProcessMaker evaluates workflow routing for an in-progress Request, ProcessMaker also evaluates the Request data's conformity to the Vocabularies applied to the Process and/or a specific BPMN 2.0 element in the Process model. The Request's JSON data model must conform to the Vocabulary's JSON schema.
During an in-progress Request, if ProcessMaker evaluates that the Request data no longer complies with all Vocabularies to that moment, the Request status changes from In Progress to Error. The error displays in the Request summary. Vocabularies are cumulative in an in-progress Request: as the Request progresses, if Request data does not conform with any Vocabulary's JSON schema to that moment in the Request, the Request errors.
If no Vocabularies are assigned, ProcessMaker does not validate Request data complies with a specific JSON schema prior to continuing workflow for that Request.
One or more Vocabularies must be created before assigning a Vocabulary. See Create a New Vocabulary. Multiple Vocabularies can be assigned to a Process.
Follow these steps to assign Vocabularies that validate Request data from this Process:
  1. 1.
    ​View your active Processes. The Processes page displays.
  2. 2.
    Select the Config icon
    for your Process. The Configuration tab displays.
  3. 3.
    Click the Vocabularies tab. If the Vocabularies package is not installed then the Vocabularies tab is not visible and this configuration cannot be performed.
    ​
    ​
  4. 4.
    From the Select process vocabularies drop-down, select which Vocabularies are available for this Process.
    If no Vocabularies are configured, then the following message displays: List is empty. Create at least one Vocabulary. See Create a New Vocabulary.
    Type into the Select process vocabularies setting to filter Vocabularies that display in that setting's drop-down menu. To remove a Vocabulary that is currently selected, click the
    icon for that selection or press Enter when the drop-down is visible.
  5. 5.
    Click Save.
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Last modified 1mo ago