ProcessMaker 4.2
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Import a ProcessMaker Version 4 Process
Import a complete Process that has previously been validated and exported from ProcessMaker version 4.

Overview

Importing and exporting Processes in your organization makes it easy for Process designers and business analysts in your organization to share business processes. You may have a respected colleague in another department or office that has designed a Process using ProcessMaker version 4 for her team. If you are also using the same version, you can import her Process to use in your ProcessMaker instance.
Import Processes that meet the following conditions:
  • The Process must be complete. A complete Process is one in which all elements and connectors in the Process model connect using Sequence Flow elements and/or Message Flow elements.
  • Sub Process elements properly reference their child Sub Processes.
  • The Process successfully validates as BPMN 2.0 compliant.
  • The Process was exported from the same ProcessMaker version as the importing ProcessMaker instance. Exported Processes have the .json file extension.
The following components are imported from a validated Process if they are specified in that Process:
After a Process is imported, those users and group members configured to use that Process receive a notification.
After importing a Process, the following must be reconfigured before testing or deploying the imported Process:
  1. 1.
    Review the imported Process to determine if it uses a Data Connector connector. If so, the Data Connector that the Data Connector connector references must be configured.
  2. 2.
    All ProcessMaker assets that the imported Process references must be reconfigured to reference the Data Connector in your instance. For example, review all Screens that the imported Process's Form Task elements and Manual Task elements reference; if any Screen uses a Watcher that references a Data Connector, then each Watcher must must be reconfigured to reference the Data Connector in your instance.
ProcessMaker does not import users or groups associated with the original Process. Therefore, Task element assignments are not imported. However, as part of the importing procedure, you have an opportunity to assign users, groups, and Process configuration settings.

Import a Validated ProcessMaker Version 4 Process

Your user account or group membership must have the following permissions to import a ProcessMaker version 4 Process unless your user account has the Make this user a Super Admin setting selected:
  • Processes: Import Processes
  • Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to import a validated ProcessMaker version 4 Process:
  1. 1.
    View your active Processes. The Processes tab displays.
  2. 2.
    Click the Import button. The following message displays: You are about to import a Process. After importing, you can reassign users and groups to your process.
  3. 3.
    Click Browse to locate the ProcessMaker version 4 Process to import. ProcessMaker version 4 Processes have the .json file extension.
  4. 4.
    Click Import. The Import Process screen displays the following:
    • Status: The Status section displays an overview of which Process components imported successfully. If the imported Process contains package features that are not available, one of the following occurs:
      • Packages are installed: The Status section indicates which package features are installed.
      • Packages are not installed: The Status section indicates which package features are not installed.
    • Configuration: Use the Configuration section to assign whom in your organization can participate in your imported Process to make the Process functional.
    Below is an example of an imported Process.
  5. 5.
    From the Configuration section, assign whom in your organization can participate in your imported Process. Follow these guidelines:
    • Assign each Start Event element to the user and/or group
      Assign which user and/or group can start a Request of your imported Process. Type into the Assign Start Event setting to filter users and/or groups that display in that setting's drop-down menu.
    • Assign each Task-type element to the user and/or group
      Assign which user and/or group is to do each Task-type in the Process. In doing so, optionally use either of the following special assignments:
      • Requester: Use the Requester special assignment option to assign that Task-type to the user who started the Request.
      • Previous Task Assignee: Use the Previous Task Assignee option to assign that Task-type to the user who did the previous Task-type in the Process.
    • Assign a Process Manager
      From the Process Manager drop-down menu, select who owns this Process. This option is only available if the Advanced User package is installed. The Process Manager understands the business solution that a Process model addresses. This user is assigned Tasks in which Request 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 a Task assignee's manager, but that user is not configured with a manager.
      • 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.
        • 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 may then indicate how to route that Request by assigning that Request's Task. The Process Manager may optionally cancel that Request if that user is among those selected in the Cancel Request setting.
    • Assign which user and/or group can cancel Requests
      Assign which user and/or group can cancel Requests for your imported Process. If no user or group are selected, no one can cancel a Request from this Process. Type into the Assign Cancel Request setting to filter users and/or groups that display in that setting's drop-down menu.
    • Assign which user and/or group can edit Request data
      Assign which user or group has permission to edit Request data from this Process. By editing Request data, these users and group members can adjust the data that Request participants have submitted during a Request. If no user or group are selected, no one can edit Request data from this Process. Type into the Assign Edit Data setting to filter users and/or groups that display in that setting's drop-down menu.
    • Assign a Status to this Process
      Assign a Status for this Process. 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 the Process. Any in-progress Requests are not effected by this change and will complete as designed. Inactive Processes display the Inactive icon
        when viewing your Processes.
  6. 6.
    Click Save. The Processes page displays the imported Process. If the process already exists with the same name, it is renamed with a number "2" suffix.
If the original ProcessMaker version 4 Process cannot import successfully, the following message displays: Unable to import the process. Ensure that the original Process validates as BPMN 2.0 compliant.

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