Administration Guide

This guide will provide the user with the role administrator with the necessary information about the technical configuration of the system with instructions and tools that are implemented in the system. The chapter about administration is divided into two segments. One will focus on the administration tab within the system and the second called system configuration offers a general approach to the configuration of the system that includes changing files on the host server or accessing server log files that help with analysis and troubleshooting.


Super tenant

The software does support a multi tenant system, so you may be able to have multiple companys/departments in one server. The first installed tenant is called "super" and is the only one which can create other tenants. Credentials are provided once after installation. 


Administration Tab

After logging into the system the user can click on the gearwheel in the navigation bar to the left side to access the administration panel. The user has direct access to a number of tabs that allow the following configuration and administration of the system such as:



A general overview of the administration panel. The tabs are ordered alphabetically. The detailed views functionality is similar to any other detailed view with filter, reload, and columns display configuration in the top right, paging in the center frame and a plus button to add in this case, new users.


NumberAttributeDetailed Description
1GearwheelThe gearwheel opens the administration panel with an overview on the left and a detailed view of one of the admin tabs on the right. per default this would be the 'Users' tab
2Administration PanelThe administration panel offers various configuration options to set-up and maintains the system. Core features such as user and group management, mail server connection, resources, and timers can be accessed via the administration panel and the subordinate tabs.
3Detailed ViewThe detailed view offers a comprehensive overview of the selected administration tab and is the working area for administration, maintenance, and configuration of the system.



Users

 The administration tab 'Users' displays in the detailed view of all users. The user management can be administer in this tab. For User import or export use the tab 'User Import/Export'. 



NumberAttributeDetailed Description
1User(s) selected The select box allows the picking of multiple users on one page for batch processing.
2Add user(s) on selected groupsOnce at least one user on the displayed page is selected a plus icon appears on the right side above the user table. Upon using the button a popup will appear which lets the administrator select groups the selected user(s) should be assigned to. After saving the selection a popup will confirm the saving.
3Archive selected users

Users can be archived therefore be removed from the user's tab. Confirmation is required after clicking the 'Archive selected users' button via a popup. 

Archived users can not be reactivated via front end. Use this feature with caution.



User creation

This paragraph explains the creation of single users to the system. The user creation requires a username and email and allows the administrator to set groups and roles as well as additional information. For automated users and group integration using the LDAP, module refers to the timer CreateUsersFromLadpGroup.

Basic Info


NumberAttributeDetailed Description
4Create UserThe plus button in the lower left of the users view allows for the creation of single users.
5UsernameThe username is required for the creation of a new user to the system. It is the name the user will use to log into the system.
6EmailAssigning a email to the user account is essential and should be unique throughout the system. This is used for identification purposes and notifications by the system for example new task assignments to the user.
7GroupsThe assignment for groups can be managed by simply drag & drop the desired groups for assigning as well as designing or by selecting multiple groups with the right mouse button and holding the shift key at the same time and then using the navigation buttons in the middle. The fast forward/backward buttons will allow the administrator to assign or reassign all available groups at once.



NumberAttributeDetailed Description
8RolesThe assignment of roles works the same as the assignment of groups.
9Create another userIf selected the select box will open a new creation user view once the active user profile is saved.
10ResetThe reset button will clear the user profile and all its settings to be able to restart a new and fresh with the user creation.
11SaveOnce finished with the user profile settings clicking on the save button will prompt a success popup and add the user to the system. The user can now be accessed via the user tab in the admin panel.


Additional Info

During the user creation process, the additional info tab in the user profile will over more detailed information about the users' contacts, the organization, supervisor, cost center and notifications as well as explicit user management options as described below.


NumberAttributeDetailed Description
8Ignore LDAP authenticationWith 'Ignore LDAP authentication' checkbox activated the user can log in with this account password stored in the system rather than using his LDAP login authentication.
9BlockedWith the 'Blocked' checkbox active login to the system is not possible.


User Profile

By double-clicking in the user table on a specific user the associated user profile will open and display four tabs for managing the account similar to the user creation profile. This gives the administration user the opportunity to access in addition to the 'Basic info' and 'Additional info' tab also the 'Password' and 'Absence / Absence' Rules tab. 


Detailed View

The detailed view of a user profile offers the user information in on location.

Basic Info



NumberAttributeDetailed Description
1GroupsThe assignment for groups can be managed by simply drag & drop the desired groups for assigning as well as designing or by selecting multiple groups with the right mouse button and holding the shift key at the same time and then using the navigation buttons in the middle. 
2Selection buttonsThe forward button will be assigned selected groups from the available groups pool to the assigned group's pool. The backward button will remove selected groups from the user. The fast forward/backward buttons will allow the administrator to assign or reassign all available groups at once. All changes will take effect upon saving and are then associated with the user.



NumberAttributeDetailed Description
3RolesThe assignment for groups can be managed by simply drag & drop the desired groups for assigning as well as designing or by selecting multiple groups with the right mouse button and holding the shift key at the same time and then using the navigation buttons in the middle. 
4Selection buttonsThe forward button will be assigned selected roles from the available roles pool to the assigned roles pool. The backward button will remove selected roles from the user. The fast forward/backward buttons will allow the administrator to assign or reassign all available roles at once. All changes will take effect upon saving and are then associated with the user.
5Clone userClicking this button will open a popup. A new username and 
6DeleteThe 'Delete' Button will remove the user from the user view. The user will not be able to log into the system once delete. This process can not be reverted and is to be used with caution.
7Update profileAfter clicking the 'Update profile' button all change made to the user profile will take effect.


Clone User


NumberAttributeDetailed Description
8Clone UserClones the open user profile. A popup will appear with a user prompt.
9UsernameIt is mandatory to forgive a username for the new user account. 
10OkClicking will create a new user account with the user profile settings of the cloned user profile but without an set email address.



Additional Info



NumberAttributeDetailed Description
11Notify only if previous task was not done by meIf selected the user will receive a notification should the previous task not be done by him. 
12Ignore LDAP authenticationWith 'Ignore LDAP authentication' checkbox activated the user can login with this account password stored in the system rather then using his LDAP login authentication.
13Notify assignee if his task is done by somebody elseIf selected the user will receive a notification should the task assigned to the user have been done by a different user.
14BlockedWith the 'Blocked' checkbox active a login to the system is not possible.



Password



NumberAttributeDetailed Description
15Change passwordOnce the mandatory fields have been filed clicking the 'Change password' save the made changes and the user can log in to the system with the new password.



Absence / Absence Rules

This paragraph will allow the user with the administration role to set an absence, an general representative and absence rules for specific process definitions.


NumberAttributeDetailed Description
16Absence

If a user is not able to do his/her assigned tasks due to being absent from the company, this should be documented in the system. Please refer to rules concerning absence in a user profile for further information.

New task mails will be generated by activating the option for transferring tasks to a designated substitute!

17General representativeGeneral designated representative responsible for all tasks assigned to the user. This is valid for all processes.
18Absence rulesAbsence rules can be set for specific processes and representatives that will be responsible for all tasks assigned to the user during his absence only related to the set process.  



Absence

 By clicking on the button 'New absence' a mask under Absence will open up with mandatory fields to be set.


NumberAttributeDetailed Description
19Absent from

The date the absence of the user starts. By clicking in the open field on the right side of the description a calendar will open up from which the starting date of the absence can be chosen. 

20Return onThe date the absence ends and the user returns to the company. By clicking in the open field on the right side of the description a calendar will open up from which the end date of the absence can be chosen. 
21Handover existing tasksThe selection box once activated will hand over existing tasks.
22SaveBy clicking on the 'Save' button the absence is set to the system. Once saved the absence can be edited or deleted if so desired. 



General representative

 The General representative is a substitute who gets the new tasks of all processes during an absence of the user which otherwise would have been assigned to the user itself.


NumberAttributeDetailed Description
23General representative

Via a drop down all possible representatives are listed. One can be selected as representative for all processes.




NumberAttributeDetailed Description
24Infobox

As described in the infobox specific absence rules for specific processes are possible in addition to a general representative. The general representative is then only set for tasks of processes that are not described in the absence rules.

25RepresentativeOnce selected the general representative will be displayed. 
26SaveIn order to activate the general representative during an absence the changes need to be saved.



Absence rules

 By clicking on the 'New absence rule' button a mask under the absence rule will appear. Here specific rules for absences can be set.


NumberAttributeDetailed Description
27Process

With a drop-down list of available processes, one can be selected for a specific absence rule

28RepresentativeVia a drop-down list, a specific representative can be chosen for the selected process definition.
29SaveWith saving the absence rule the changes to the user profile come active and will hand over set rules once the set absence parameters are met.


Absence timer

In order to pass the tasks, the timer HandleActualAbsence must be created in the Admin Client. It ensures that all tasks will be passed according to the previously established rules. The timer configuration can be found here.



Groups

 The administration tab 'Groups' displays in the detailed view of all groups within a tenant. The group management can be administered in this tab. For user import or export use the tab 'User Import/Export'. 



NumberAttributeDetailed Description
1Groups(s) selected The select box allows the picking of multiple groups on one page for batch processing.
2Add user(s) on selected groupsOnce at least one group on the displayed page is selected a plus icon appears on the right side above the group table. Upon using the button a popup will appear which lets the administrator select users to the selected group(s) should be assigned to. After saving the selection a popup will confirm the saving.
3Archive selected groups

Groups can be archived therefore be removed from the group's tab. Confirmation is required after clicking the 'Archive selected groups' button via a popup. 

Archived groups can not be reactivated via the frontend. Use this feature with caution.



Members



NumberAttributeDetailed Description
4Group selectedThe plus button in the lower-left of the users' view allows for the creation of single users.
5MembersThe assignment for members can be managed by simply drag & drop the desired users for assigning as well as designing or by selecting multiple users with the right mouse button and holding the shift key at the same time and then using the navigation buttons in the middle. The fast forward/backward buttons will allow the administrator to assign or reassign all available users/members of the selected group at once.
6UpdateChanges to the group profile will take effect once the 'Update' button was clicked and the changes got confirmed via a popup.



Properties

The tab 'Properties' in the detailed view displays the core values of the group such as the name, the optional email address and creation user, and time.


NumberAttributeDetailed Description
7Group nameThe Name of the group is a mandatory field and can be altered here.
8Delete

Clicking the 'Delete' button will remove the group from the system.

Once deleted a group can not be restored.

9UpdateChanges to the groups' profile in the properties tab will take effect once the 'Update' button was clicked.



Roles

Within the administration panel, it is possible to create roles. More information about creating roles can be found in the paragraph Roles. The role of 'team-manager' is a special role. With this role, it is possible to declare one or more users as 'team leader' of a group. Team leaders are allowed to assign tasks to other members of the group. Assignments can only be made to members in the same group.


NumberAttributeDetailed Description
10UsersThis table displays all assigned users to the group that is therefore available to be assigned a specific role. Once a user is selected the available roles that can be assigned are shown.
11Available Roles / Assigned RolesWith the forward and backward button, the assigning or unassigning of a selected role can be performed.
12UpdateChanges will take effect when the 'Update' button is clicked.




Calendar Profile

The business calendar is responsible for calculating all times to match the working times of the company. A simple example would be a task that has to be finished in 8h. If this is started at 2 p.m. the due time will not be 10 p.m. This also applies to escalations, timer, CPM, and many more. To correctly set the working times and holidays in the business calendar, the corresponding working times have to be maintained in the calendar of the corresponding tenant. If the working times are set correctly, nothing more has to be considered. All tasks, which have a time limit, will be calculated with the business calendar and the time is paused, when the server time is outside of the set working time limit.



NumberAttributeDetailed Description
1DaysHere the working days of the company in this tenant are set.
2FromThe starting times are set in the format h or hh : m or mm
3ToThe end times are set in the format h or hh : m or mm
4UpdateChanges to the Calendar Profile are save after clicking the 'Update' button.





Contextroles

 The context roles are similar to the system roles; however, they are completely dissociated from one another. Context roles are always related to a single process or an instance and allow the user to influence a process with expanded rights. Currently, the following roles exist:

ContextrolesDetailed Description
workflow-designerThe group/user who is designated as workflow-designer in the process model is given the ability to deploy a new process version.
participantAll users within a group are given the rights of a “participant if the group has an active task, has been assigned a task within a process, or is assigned to a Swimlane. If the swim lane or the task is assigned to a specific user rather than the group then the participant rights are also given.
starterThe group/user, who is assigned as the starter in the process model, receives the ability to start the process.
ownerThe holder of a process is designated as the owner. The owner may, for example, assign tasks to arbitrary groups or users, archive instances, and view all instances of a given process.



NumberAttributeDetailed Description
1Context rolesSelect one or multiple context roles by using the select-boxes in the context role table. The table displays the user/group or tenant, the creation user and time, the context role itself, and the context id.
2Archive selected context role(s)

Are one or more context roles selected the option to archive is displayed. Clicking this button will prompt a confirmation pop-up.

Use this feature with caution as once archived context roles can not be restored from the front end.



NumberAttributeDetailed Description
3User/Group/TenantDisplays a user, group or tenant that is assigned specific roles. The user, group, or tenant can be selected via a drop-down.
4RoleThe drop-down for selecting a dedicated role for the user/group/tenant.
5Context NameThe desired context can be chosen between process definition or process instance.
6Context IDThe context id refers to either a specific process definition or process instance as a unique identifier and is generated by the system. The id is not editable.
7Delete

This button will remove the selected context role from the system.

Use the remove option with caution as once delete the context role can not be retrieved from the front end.

8UpdateConfirming the changes to the context role will take effect after clicking the 'Update' button and acknowledging the confirmation pop-up.





Costcenter

 

Costcenters can be used to record expenses across a process and also to improve accountability and transparency. Every user can e.g. record the time it took for a task. A user who can access the instance can view it to check how long employees need for a task or how much funds have gone into the process of a process instance.



NumberAttributeDetailed Description
1Plus iconIn order to create a new costcenter click the 'Plus icon' on the button left of the detailed view of the Costcenters tab




NumberAttributeDetailed Description
2CostcenterThe costcenter table displays all costcenters available in the current tenant of the system showing its name, description, hourly rate, and currency of each costcenter.
3NameMandatory field for naming the costcenter.
4DescriptionField for leaving a summary of the costceters purpose.
5Hourly RateThe rate at which a the work is calculated by the hour.
6CurrencyCurrency with which the hourly rate is disclosed.
7Delete

Will remove the current costcenter.

Use this feature with caution as once removed the costcenter can not be restored from the front end.

8UpdateClicking the 'Update button will save made changes to the costcenter.
9Download as excel fileSelected costcenters can be exported in the xlsx file format 





Holidays



NumberAttributeDetailed Description
1Plus iconIn order to create holidays click the 'Plus icon'.
2Delete selected holidays

Selected holidays can be removed by clicking this button.

Use this feature with caution as removed holidays can not be restored from the front end.



NumberAttributeDetailed Description
3NameMandatory field for naming the specific holiday(s). 
4FromThe starting date and time of the holiday(s) can be set via a pop-up calendar or by changing the set values in the field itself.  
5ToThe end date and time of the holiday(s) can be set via a pop-up calendar or by changing the set values in the field itself.
6Delete

The remove option for the holiday will delete the selected holiday from the holiday tab.

Deleting an object from will permanently remove it and thus it is not recoverable from the front end.

7UpdateClicking the 'Update' button will save all changes to the system.




Logo and theming

 The paragraph describes the possibilities to customize the look and feel of the tenant to enable the system to represent the companies corporate identity. The possibilities in this panel are limited at the moment. Further customization can be achieved via the 'Resources' panel. 


NumberAttributeDetailed Description
1DesignThe color-coding of the tenant can be selected via a drop-down and will change for example the background colors of buttons, icons dropdowns, and search bars.
2Choose fileThe logo can be uploaded by clicking the 'Choose file' button and will be shown in the upper left corner of the tenant.
3Delete logoThis option will remove the logo from the tenant.





Mail Queue

The paragraph describes the core features of the mail queue. While the system does not use an integrated mail server the mails created within the system can be managed in the 'Mailqueue'. It offers the option to delete, block and resend single or batch processed mails as well as editing single mails with recipients as well as CC and BCC recipients. Details on how to configure a mail server to be used by the system will be addressed in the paragraph 'Tenant'.

NumberAttributeDetailed Description
1Select-boxSelect-box for single or batch processing of mails per page.
2Configure temporary filtersFilter options open up for searching for specific process instances, recipients, subjects, cc, bcc, error message.
3RefreshThe refresh button will reload the page and display new mails that might have entered the queue after the last refresh or reload of the page.
4Sent all unsent mailsMails that have not been send can be sent by clicking the 'Sent all unsent mails' button.
5Sent all failed mailsMails that have been failed to sent can be send by clicking the 'Sent all failed mails' button.
6Delete all failed mails

Clicking the 'Delete all failed mails' button will remove all failed mails from the mail queue.

Once removed mails from the mail queue can not be retrieved from the front-end.

7Delete all blocked mails

Clicking the 'Delete all blocked mails' button will remove all blocked mails from the mail queue.

Once removed mails from the mail queue can not be retrieved from the front-end.

Deletion must be confirmed via pop-up.

8Delete all sent mails mails older than

Clicking the 'Delete all sent mails older than' will open a pop-up. The day(s) mails should be older than can be defined. With clicking the 'Ok' button all mails older than the set day will be removed from the mail queue.

Once removed mails from the mail queue can not be retrieved from the front-end.

9Configure columnsThe 'Configure columns' button will open a pop-up with selection option which columns should be displayed in the mail queue. Each selected Check-box will display the column without the need to safe. Unnecessary selections can be removed and will not be shown in the mail queue. 




NumberAttributeDetailed Description
10Process instanceThis column displays the process instance context in which the mail was sent.
11RecipientThis column displays the recipient of the mails. This can be a user, a group or left blank if a group was not assigned an mail-address. 
12SubjectThis column displays the subject of the mails.
13CCThis column displays the carbon copy of the mails recipients, users that are not directly addressed but informed by the sender.
14BCCThis column displays the blind carbon copy of the recipients of the mails, users that are not directly addressed but informed by the sender without recipient and cc knowing.
15Creation timeThis column displays the creation time of each mail in the queue.
16Sent atThis column displays the time when each mail in the queue was sent.
17Sent byThis column displays the user who initiated the sending of a particular mail.
18AttachmentsAttachments to a mail will be indicated by a highlighted paper clip.
19Blocked atThis column displays a timestamp for blocked mails.
20Blocked byThis column displays the user that blocked a particular mail.
21ResendsThis column displays the number of resends a particular mail has gone through.
22Error messageThis column displays the error message in the event an mail could not be send.
23ContentThis column displays the content of a mail. Task mails include a description of its intention and a link referring to the task it is associated with.
24Delete

The 'Delete' button will remove the mail from the mail queue.

Once a mail is deleted it can not be retrieved from the front-end.

25SendThe 'Send' button will send a mail to the recipient and cc as well as bcc if these addressee are named.
26BlockThe 'Block' button will prevent the mail from being send. Once a mail is blocked the button will be displayed as '(Un-)block' in order to revert the blocking.
27SaveAll changes to a mail will take effect once the 'Save' button is clicked.





Resources

 This paragraph describes the Resource tab. The Resources tab is the central repository for configuration of the tenant as well as steering and accompanying of process with e.g. customized JavaScript, CSS or templates for reports.


NumberAttributeDetailed Description
1ResourcesThe recourses tab displays a table of uploaded files to the system. The file structure can be arranged to the needs of the process designer and manager.
2DownloadThe 'Download' button will allow the saving of the complete resource folder in a zip format.
3DeleteThe 'Delete' button will remove the folder from the resources permanently without a recovery option.
4RenameThe 'Rename' button will open up a pop-up with the option to rename the selected folder.
5MoveThe 'Move' button will open up a pop-up with the option to move the selected folder within the folder hierarchy.
6Create folderThe 'Create folder' option is visible when selecting a folder and allows the creation of a subfolder.
7Select fileThe 'Select file' option is visible when selecting a folder and allows the upload of a file to the selected folder.
8DeleteThe 'Delete' option will remove the file from the resources permanently without a recovery option.


When working with files the options are reduced.


NumberAttributeDetailed Description
9DownloadThe 'Download' button will allow the  saving of the complete resource folder in a zip file format.
10RenameThe 'Rename' button will open up a pop-up with the option to rename the selected file.
11MoveThe 'Move' button will open up a pop-up with the option to move the selected file into a different folder.
12DeleteThe 'Delete' button will remove the folder from the resources permanently without a recovery option.
13Select fileThe 'Select file' option is visible when selecting a file and allows the upload of a file.
14Create FolderThe 'Create Folder' option will allow the creation of a folder within the current folder hierarchy.





Roles

Access to the system and what the user is allowed to see is defined by roles. The system distinguishes between several business, business administration, and system roles that define how users/ groups and the system work within the system according to the tasks at hand. The default system roles include the administrator, rules administrator, processmanager, processdesigner, workflow-designer, starter, member, and guest. The administrator can create an additional system- and business roles. Business roles can be assigned to users within a group and are used solely for administrative purposes.


NumberAttributeDetailed Description
1Create RoleThe 'Create Role' button will open a detailed view in order o create a new role for the system.



NumberAttributeDetailed Description
2NameThe new role needs to be given a name. This is a mandatory field.
3System Resource levelVia a drop-down the desired roles needs to be selected. This can either be a business role, a business administration role or a system role. This selection is mandatory. 
4SaveThe creation will take effect once the button 'Save' was clicked. Only user created roles can be deleted in the process.



Role/Right

Description

administratorThe role administrator grants access to the Administrations Client, where the general properties of the system can be managed.
rules administratorThe role rules administrator enables administrators to create rules matrices in the administration view. Rules matrices can be used to map/illustrate rules within a process (i.e. approval of monetary upper-limits).
processmanagerThe role processmanager enables the user to control and monitor processes.
processdesignerThe role processdesigner grants the user access to the process repository (coming soon). The process repository enables the user to deploy and administer process definitions without modeling software.
starterThe role starter enables the user to start process instances of assigned process definitions.
workflow-designerThe role workflow-designer enables the user to deploy process definitions to the system.
memberThe role member grants the user general access to the system. The role member is obligatory for every user.
guestThe role guest grants the user no rights.
smartfrom designerThe role smartform designer enables the user to access the smartform suite (coming soon) with the lowest complexity level designer.
smartfrom architectThe role smartform architect enables the user to access the smartform suite (coming soon) with the medium complexity level architect.
smartfrom expertThe role smartform expert enables the user to access the smartform suite with the highest complexity level expert.
dashboard adminHas the same rights as the dashboard-manager and additionally can create console widgets, change widget variables, and change widgets.
dashboard managerCan log in to the dashboard, see the list of widgets, add widgets in the dashboard, delete widgets in the dashboard, change widget variables, change locked widget variables, create new dashboards, release dashboards and change dashboard layouts.
dashboard userCan log into the dashboard and change widget variables.

Differences between member and processmanager roles

The role 'member' grants access to the basic rule-set and allows the user to work on assigned tasks.

The role 'processmanager' enables the user with the following additional rights:

Review all process instances for which the user has the right 'owner'
Review, assign, and edit tasks from the respective process instances (irrespective of users and groups)
Review and edit activities of the respective process instances
Review and edit general process information and status (CPM, duration, swim lanes)
Access the process archive and display reports
Use instances as templates
Review Gantt charts
Review the assignment history of tasks
Add, review and delete documents of process instances and tasks


Business administration

In the administration, it is possible to create business administration roles. The role of 'team manager' takes on a special meaning. With this role, the user may define one or more users as 'team leader' for a given group. A team manager has the ability to assign. In contrast to the assignment-function of the owner, the team manager may not pass a task to any group; rather, tasks may only be assigned to a user within the current group.





Rules Matrix

The Rules Matrix is used to evaluate business rules. Different matrices with custom columns can be produced. Then, the matrix rows are populated. These rows can be evaluated using the MatrixHandler. The row with the highest hit rate is used as the result row (it doesn't have to be a complete match).


Creating a Matrix

A matrix can be created in the Rules matrix panel under administration. The role of rules administrator is required in order to set up a matrix. A rules matrix can be created by clicking on the 'Create Rules Matrix'.



NumberAttributeDetailed Description
1Create Rules MatrixThe button 'Create Rules Matrix' will open up a detailed view for a 'New rules matrix' in order to be enabled to save a new matrix. 


A detailed view opens on the right side of the screen in order to set the attributes for the new rules matrix. The mandatory fields need to be filled and saved.



NumberAttributeDetailed Description
2Name Mandatory Field for describing the rules matrix.
3OwnerMandatory drop-down for setting the owner of the rules matrix.
4Add ColumnsThe button 'Add Columns' will configure the new rules matrix. Additional information will be given under the following section 'Define Columns'. 
5SaveThe button 'Save' will save the changes to the rules matrix and make it available for usage.


Define Columns

Once a matrix is created columns need to be added. Every column needs a name and a column type. A column type defines the type of content. Normal column types are used for evaluation, and “result” column types are used only for results and are not considered in the evaluation. The different column are:

Column typeDetailed Description
StringA normal character string where text can be defined.
Result StringResult column - a normal character string where text can be defined.
LongA column for integer values.
Result LongResult column for integer values.
FloatA column for floating decimal values.
Result FloatResult column for floating decimal values.
BooleanA column for boolean (true/false) values.
Result BooleanResult column for boolean (true/false) values.
IdentityA column for users present in the system that can be chosen.
Result IdentityResult column for users present in the system that can be chosen.
GroupA column for groups present in the system that can be chosen.
Result GroupResult column for groups present in the system that can be chosen.


The set columns are displayed in the matrix table of the selected rules matrix.



NumberAttributeDetailed Description
6Archive selected matrices

Single or multiple matrices can be archived by clicking the 'Archive selected matrices' button. A pop-up will ask for confirmation.

Archived matrices can not be reactivated via front end. Use this feature with caution.
7Download MatrixA selected matrix can be exported with the 'Download Matrix' button. A pup-up will appear and the user can choose between three encoding types. The file will be saved in the csv format.
8Matrix tableThe matrix table displays all added columns of a matrix including the column name, the column type, allowed wildcards and the option to delete a specific column. Existing columns can be altered by clicking onto the name of a column.
9DeleteThe 'Delete' button will remove a matrix from the rules matrix view. A pup-up will ask for confirmation. Once deleted a matrix can not be restored. 
10SaveAll changes to a matrix need to be saved to take effect. This is true for newly create and existing matrices.


In order to add columns to the matrix click on the 'Add Columns' button and a pup-up will appear.



NumberAttributeDetailed Description
11New columnAfter clicking the 'Add Columns' button a pop-up will appear and enable the user to define a new column.
12Column nameMandatory field for naming a column.
13Column typeMandatory field to set the type of the column via a drop-down selection. The different types are explained in the table below.
14Allow wildcardsSelect box when set allows the use of wildcards.



Populating the Matrix

The following image shows an already-populated matrix. In this view, it is possible to edit the matrix, to add new lines, and to delete lines.


NumberAttributeDetailed Description
15Simulation of matrixThe button 'Simulation of matrix' offers the option to test the set rules immediately. 
16Quick filter of matrix column(s)The filter enables the user to display specific results for a set rule.
17Archive recordThe button 'Archive record' will remove the selected rule from the front-end. A pop-up will require confirmation as once removed entries can not be recovered.
18Add RuleThe 'Add Rule' button will enable the user to add additional lines to the matrix.

If one wants to add a new line, a pop-up appears. Various fields may be shown depending on the column type. For example, For string, a simple box appears. In identity, a list of all users is displayed. A list populated with either true or false is displayed when using Boolean. If an asterisk '*' is selected, this is treated as a wildcard and any value will be used for matching.



Use the Matrix per ActionHandler

The use of the matrix with the MatrixHandler is described here.



Evaluation Algorithm

In principle, all of the cells within the matrix will be evaluated individually. If a perfect match is found within a column, three points are given. For a partial match in the character chain (i.e. is AR is written in the rule, but AR-01 is found in the formula/variable), then two points are given. For the Wildcard *, one-point is allocated.The cells with the highest point values deliver the results. If multiple cells with the same point value exist, then the result is delivered by the uppermost cell.



Evaluation Examples


Search Value 1Search Value 2Search Value 3Search Value 4
Munichtrue1000HR, Backoffice, IT, Supervisor
Munichfalse700HR, IT
Munichtrue93000HR, IT
San Franciscotrue100000IT
San Franciscotrue52Backoffice, IT
San Franciscofalse80040IT
Luzernfalse*HR
Luzern*7Backoffice, IT
Berntrue2000HR, Supervisor
Wientrue*Supervisor
Wienfalse5631Supervisor
Wientrue*Backoffice
Berlin*89Supervisor





Tenant

The paragraph describes the core administration of the tenant of a system.


General Settings, Tenant and Tasks mail notification


NumberAttributeDetailed Description
1GeneralDisplays the name of the tenant.
2Tenant

Displays the options to configure the tenant


AttributeDescription
Default languageSelect a default language for the tenant via a dropdown. The list will display all supported languages to choose from. This selection will affect all users within this tenant. Users can override this selection for their own accounts within the user profile.
Support e-mail addressChanges the display of the support e-mail-address in the support information area on the bottom left side of all users.
Portal headlineHeadline of the tenant which is displayed in the upper center of the system visible to all users.
Delegation allowed forHere it is possible to determine for which 'context roles' delegation (transfer of task to third parties) is allowed. If process manager is selected, users with the role 'process manager' can delegate for example tasks to the user's assigned group's co-workers.
Group tasks are not part of list 'My tasks'If selected tasks tab will only display 'my tasks' and no tasks of my group.
3Task Mails

Displays the options to set task mail behavior on the whole tenant.


AttributeDescription
Send e-mails if new task was assignedThe users will receive e-mail notifications if they are assigned a new task.
Notify user only if previous task was not done by himThe users will receive e-mail notifications if a task was not done by them.
Notify user if his task was done by somebody elseThe users will receive e-mail notifications if their task is done by somebody else.  
Notify by group mailThe users will receive e-mail notifications by group mail.
Application hostThe host name of the server on which the system was installed is displayed.
Application portThe port of the server on which the system was installed is entered.
ParameterThis field should only be adapted, if necessary, by a employee of the system.
Target tab for task selection and deep linksThe users can state which view should be opened when a user has clicked on the link in a task mail. This setting applies to all users who were recently compiled.



LDAP and Mailserver


NumberAttributeDetailed Description
4LDAP

The configuration of the LDAP interface to the system can be set up. An detailed description on the LDAP module and the configuration can be found here (coming soon).


AttributeDescription
AuthenticationAn authentication interface is specified. If this field is empty, the TIM- databank is used automatically. In order to establish an LDAP-Authentication, the parameter 'LDAP' has to be entered.
LDAP hostIf an LDAP-interface is used, the hostname (the IP-address) of the LDAP-server has to be entered here.
LDAP portIf an LDAP-interface is desired, the port of the LDAP-server has to be entered here (Standard is:389).
Factory initialThe parameter entered here is needed for the initialization of the LDAP-interface and must match the following: (com.sun.jndi.ldap.LdapCtxFactory).
Authentication typeThe kind of data encryption during the transmission of the LDAP-interface has to be entered. The field can contain the parameters “simple” or “digest-md5”.
DNS prefixHere, a DNS Prefix for the network can be specified, if it is used in the network. In most cases, this parameter can stay empty.
DNS suffixIf a DNS-server exists in the network, the DNS Suffix has to be entered here. The parameter entered here is supplied by the network's IT.
LDAP test user (will not be stored)User for testing LDAP connection.
LDAP test password (will not be stored)Password of the User that is been used to test the LDAP connection.
Test LDAP connectionBy clicking on this button, the accuracy of the LDAP-connectivity can be checked.
5Mailserver

The configuration of the mail server interface to the system can be set up.


AttributeDescription
Default e-mailThe e-mail address that is displayed as the sender on the system-notification mails is entered in this input field.
Notify on errorA group can be selected via drop-down that should be notified in the event of an error. The group needs to have an e-mail address assigned. 
SMTP hostHere, the IP or host name of the mail server used has to be entered.
SMTP portHere, the port that the mail server follows is entered (standard port :25).
StartTLSActivates the TLS encryption to the mail server, if desired or necessary.
Absence message toReturned absence messages can be forwarded to a certain mail box (to be entered here).
SMTP requires authenticationActivates the authentication to the mail server if necessary.
SMTP userHere, the user having the right to send e-mails via the mail server is entered.
SMTP passwordSpecifies the password of the according Smtp user.
Maximum attachment size in MBThe size of the attachments can be entered here.
Send test e-mailBy clicking on this button, the dispatching of TIM- notification e-mails can be simulated in order to test their functionality. Further information is available from email testing (coming soon).



Miscellaneous and 
AWS Credentials


NumberAttributeDetailed Description
6Miscellaneous

General settings to the tenant.


AttributeDescription
Maximum file sizeSet the maximum file size that can be processed with the system here. Applies for example to attachments or uploads.
Maximum user countNumber of users that can have access to the system. Defined by the license type applied to the system.
Maximum process countNumber of maximum process that can be deployed to the system.
Lists layoutDefining the layout how the system displays list.
7AWS Credentials

Credentials for connectivity with Amazon Web Services.


AttributeDescription
S3 Bucket nameName of the to be addressed Amazon Simple Storage Service.
SQS Queue URL

Amazon SQS Queue URLs are require to send, receive, and delete queue messages.

Tenant IDAWS account identifier.
Tenant secretSecret relate to the AWS account.
AWS regionRegion location of the Amazon Web Service.
8SaveUpon clicking the 'Save' button all changes to the tenant will take effect.





Timers

The paragraph describes creation and management of timers in the administration view.


NumberAttributeDetailed Description
1TimersThe Timers panel will display all timers running with the pre-selected columns to show valuable information such as Webservice name, method and Parameter, Last execution or Start time. The displayed columns can be modified. Clicking on a timer will open the detailed view.
2Start timerClick on the 'Play' button to start the timer. If the timer is running click on the 'Pause' button to stop the timer.
3Create timerIn order to add a timer to the timer panel click on the 'Create timer' button.



NumberAttributeDetailed Description
4Detailed view

The detailed view of the timer displays the attributes a timer needs in order to function as intended.


AttributeDescription
Timer nameName that can be assigned to a timer individually. Usually describes the purpose of the timer.
Webservice nameMandatory field. Name of the webservice being used.
Webservice methodMandatory field. Name of the method of the webservice being used.
ParameterDepending on the timer the parameters can vary and be mandatory. The specific attributes for each timer can be found here.
Time to startThe time to start can be set.
Starting timeThe date and time can be defined in order to set a specific condition for running the timer the first time.
Max. runsThe amount of times a timer should run. To set the timer to run infinite times set the value to '-1'.
StatusIf an error occurs during the run time of the timer the error message will be displayed in this Status field. 
Executing userThe user that executes the timer run. Usually sys.timer.
IntervalThe timespan between each timer run.
RunsThe count of all timer runs
Last executionDate and time of the latest timer run.
5Start timerClick on the 'Play' button to start the timer. If the timer is running click on the 'Pause' button to stop the timer.
6Delete

In order to remove the timer from the timer panel click the 'Delete' button.

Once deleted a timer can not be restored from the front-end.

7SaveAll changes made in the detailed view take effect once the 'Save' button is clicked.



Create Timer



NumberAttributeDetailed Description
8Timer name

Mandatory field. Name that can be assigned to a timer individually. Usually describes the purpose of the timer.

9Webservice nameMandatory field. Name of the webservice being used.
10Webservice methodMandatory field. Name of the method of the webservice being used.
11ParameterDepending on the timer the parameters can vary and be mandatory. The specific attributes for each timer can be found here.
12Time to startThe time to start can be set.
13IntervalThe timespan between each timer run.
14Starting timeThe date and time can be defined in order to set a specific condition for running the timer the first time.
15Max. runsMandatory field. The amount of times a timer should run. To set the timer to run infinite times set the value to '-1'.
16Create timerClick the 'Create timer' button in order to add the timer to the timer panel.





Translations

This paragraph describes translations within the system. When a user switches his client to English, he gets the process with the en-EN information. If a translation is not made, the default language is used as a fallback. Which languages a user has set can be taken from the user profile.


NumberAttributeDetailed Description
1TranslationsElements from system that can be associated with a translation.
2Default languageThe fallback language has a preset translation that can be adapted to the needs of the tenant.
3Language to be translatedVia a dropdown language can be selected. The translation elements are aligned with the default language and can be edited by clicking into the text field.
4Export for product changeIf a translation should be implemented into the system an export file can be created. It will be saved in the resource folder under i18n > complete export
5SaveChanges to the translations will take effect after clicking the 'Save' button.





User Import/Export

This paragraph describes the user import and export functionality. In contrast to LDAP Sync this is the different approach for managing user and groups in the system while working with CSV or Excel formats. 


NumberAttributeDetailed Description
1User importThis section offers the administrator options for user import.
2User exportThis section offers the administrator to export users to CSV or Excel file format.


User import



NumberAttributeDetailed Description
3Import modeThe import mode distinguishes between 3 modes: 'Only add', Default (Merge).
4EncodingVia a drop-down three encoding options are available: UTF-8, ISO-8859-1 and Windows-1251.
5ChooseClicking 'Choose' will open the file explorer in order to pick the desired file for import. The select option 'Check for duplicates' is activated per default. If checked 'Notify users by e-mail about changes' will inform affected users. Once a file for import is selected the 'Test' button will become available.
6TestClicking the 'Test' button will check the user import file for error and will prompt a notification be low.
7UploadThe 'Upload' button will import the users from the files and add them to the system.
8NotificationThe Notification informs the administrator about possible issues with the user import. 


User Export



NumberAttributeDetailed Description
9Please choose file type On user export the file type options are CSV or Excel.
10Please select file encodingVia a drop-down three encoding options are available: UTF-8, ISO-8859-1 and Windows-1251.
11ExportClicking the 'Export' button will start the export of all users of the systems tenant.





System Configuration

Alive Servlet

If need arises to check quickly if the system's webserver is fully functional, this servlet offers a convenient way.

Usage

If you want to use the servlet, the following link has to be clicked: http://serveraddress/loom-portal/AliveCheckServlet.do

Evaluation

Not later than 2 seconds the answer of the alive-check is put out, which looks like this:


ParameterDescription
status

Here the overall status is put out. It can either be “OK”, “WARNING” or “ERROR”.

ERROR means that an essential interface (e.g. the database) does not function/cannot be reached.

WARNING means that a not essential interface (e.g. webservices endpoint) does not function/cannot be reached.

OK is put out, when both above do not apply, so the interfaces can be reached.

duration
Here the duration of the call is given.
time
Here the current server time is given.
startup
Here the start point of the JBoss is given.
mem_total
Here the server's overall storage capacity is given in Bytes.
mem_free
Here the server's free storage capacity is given in Bytes.
version
Here the currently deployed version of the system is given.
database
Here the connection to the nth database is given. This value can either be TRUE or FALSE.
webservice
Here the connection to the nth webservice is given. This value can either be TRUE or FALSE.


tim.properties

This file does contain some settings which can be changed from the default of the product. In order to overwrite settings, you can upload the tim.properties in the resource folder of the super tenant

All parameters that differ from the standards can be changed here. This section describes all the possible options. If changes were made to the file, the server must be restarted.

Description of the Parameters


ParameterParameter
https-protocol
The protocol provides the form in which hyperlinks from the system are sent. This may be either HTTPS or HTTP. HTTP is the standard.
default-client
This parameter shows which tenants are available for a standard user log-in. 
initpass-x-admin

It is possible to set and edit the standard password for Tenant-Administrator for newly created tenant

initpass-x-others
This propertie sets the default password for all other users which are no system accounts.


 Additional Parameter

The following parameters can have a big impact on the functionality of the system. If there are any questions or problems, please contact our support.


ParameterDescription
Data Management System (DMS)

The system internal Data Management System manages the documents, which are attached to processes, activities, and tasks. The DMS's functionality can be effected using the following parameters in the tim.properties.


Documents can only be attached to open tasks or rather at the process start

The parameter dms-user-has-tasks can determine if documents can only be attached to open tasks or rather to the process start. The parameter can be set to true or false. (s. example).

dms-user-has-tasks=true


Excluding the processmanager from the regulation

It can be useful to exclude processmanagers from this regulation. If the parameter dms-user-check-processmanager is set to true, it is possible for processmanagers to attach documents at any point in time (s. example). Processmanagers can also delete documents at any point in time.

dms-user-check-processmanager=true


Prohibiting the editing of documents

The Parameter dms-prevent-docmod-<pd-name>-<activity-name> can prevent the editing of documents at a specific activity. Replace <pd-name> and <activity-name> with the corresponding processdefinition and activity name (s. example). Special characters, as well as blanks, have to be replaced with a -. <activity-name> can be left out, which leads to preventing the editing for the whole process. (The characters “<” and “>” have to be left out)

dms-prevent-docmod-<process-1>-<activity-1>=true


Setting the DMS Provider

The parameter dms-provider refers to the used DMS system (s. example).

dms-provider=sharepoint

The parameter dms-provider-username refers to the user, which is used for signing in into the DMS system.

dms-provider-username=timtim_service

Furthermore the parameter dms-mainprocess-storage and dms-mainprocess-storage-filter determine how the processstorage is accessed and which data is filtered.

dms-mainprocess-storage=read,write
dms-mainprocess-storage-filter=AnyPrefix%
Client language

It is possible to set in which languages the systems tenants are available. The parameter available-languages contains all tenant languages, separated with a semicolon.

available-languages=bl-BL,Bulgarian;zh-CN,Chinese (\u4E2D\u6587);cs-CZ,Czech;de-DE,Deutsch;en-GB,English (GB);en-US,English (US);es-ES,Espa\u00F1ol;fr-FR,Fran\u00E7ais;hu-HU,Magyar;it-IT,Italian;nl-NL,Nederlands;pl-PL,Polish;pt-PT,Portugu\u00EAs;ro-RO,Rom\u00E2n\u0103;sl-SL,Slovenian
Messages in case of external decisions

The setProcessVariableAndSignalProcessinstanceByTransitionName handler allows making decisions in the process outside of the system. It can be determined in the tim.properties, which message is displayed in case of a successful or unsuccessful decision.

#signal-succeed-response=Your decision regarding ${SYS.PROCESSDEFINITION_NAME} / ${SYS.PROCESSINSTANCE_NAME} / ${SYS.NODEINSTANCE_NAME} was successfully processed.
#signal-failed-response=Your decision regarding ${SYS.PROCESSDEFINITION_NAME} / ${SYS.PROCESSINSTANCE_NAME} / ${SYS.NODEINSTANCE_NAME} has not been able to be processed.
If the corresponding processinstance was already finished or is not existent, it is possible to set corresponding messages with the parameters signal-failed-pi-ended-response and signal-failed-no-pi-response.


Notes in the Main- and Subprocess

With the parameter blog-article-inheritance it is possible, that notes from the main process are available in its subprocess. If the parameter is set to read the notes are visible. With write notes from the subprocess are attached to its main process, but not to the subprocess.

blog-article-inheritance=write


LDAP


Overview

The goal of the LDAP synchronization module is to apply a nearly random group- and user structure from an LDAP-service and to feed it with the necessary information in order to use this as a basis for the systems group-/user structure. The foundation for this module constitutes the TimedService component via which the synchronization is run time-controlled.

The module consists of two essential parts which together allow synchronization of nearly random LDAP-structures. In order to establish LDAP-module, several steps are necessary which are explained in this entry.

ATTENTION! These settings and methods should only be applied by experienced users.


Basic configuration LDAP

In order to enable the system to access to an LDAP-server, the following file has to be adapted:

jboss​\standalon\configuration\tim-ldap.properties


These settings apply to all tenants! For a detailed description of the single lines, you can get further information here:

 ldap properties
#Here, the BaseDN is given, onto which the system builds the connection. This "index" is not changeable 
basedn=DC=system,DC=local
#The host name or the IP of the LDAP server
host=salvator
#Denotes the port of the LDAP server
port=389
#Denotes the use, with which the connection should be made. This requires only reading rights in LDAP
username=ldapsync
#The appropriate user password
password=secret
#Here, the type of authorization may be denoted
authentication=simple
#The number of milliseconds elapsed until the connection should be broken  
timeout=60000
#### Entries for the LDAP-Sync ####
# === Group entries ===
#Here the user may define the appearance of the groups that the system works through in the LSAP sync. Example: (member=TEST-*) searches for all groups beginning with "TEST-"
group.search=(member=*)
#Denotes which attribute of the acticedirectory group should be used for the group name 
group.name=cn
#This should remain "member" because this attribute is interpreted as the user in the system
group.member=member
 
# === User-Entries ===
#Denotes which class of objects (contacts, global groups, etc.) should be searched for by the system in LDAP. Generally remains as "user" 
user.search=(objectClass=user)
#Here the LDAP attribute, which is to be used for the E-mail address, may be selected
user.mail=mail
#Here the LDAP attribute, which is to be used for the first name, may be selected
user.firstname=givenName
#Here the LDAP attribute, which is to be used for the surname, may be selected
user.lastname=sn
#Here the LDAP attribute, which is to be used for the user name, may be selected
user.name=samaccountname
#Here the LDAP attribute, which is to be used for the manager, may be selected
user.supervisor=manager
#OPTIONAL: Here the LDAP attribute, which is to be used for the password, may be selected 
#user.password=cn
 
# ===Technical entries ===
#Must be set, may NOT be changed!
contextfactory=com.sun.jndi.ldap.LdapCtxFactory

Test LDAP connection

In order to test elemental LDAP connections, some settings have to be applied in the tenant profile. For this, the following merits are required:


AttributeDescription
AuthenticationCan stay empty
LDAP-HostHost or IP of the LDAP server
LDAP-PortPort which the LDAP server responds to (Standard 389)
Factory InitialMust contain the following merit “com.sun.jndi.ldap.LdapCtxFactory”
Kind of authenticationCan be “simple” or “digest-md5” (Standard “simple”)
DNS PrefixCan stay empty
DNS SuffixHere, the DNS suffix of the firm has to be deposited


Afterward, an LDAP-lookup can be initiated via the button “Test LDAP connection”. For this, you simply enter an LDAP user and password.

The password is displayed in clear text!


Establish an LDAP lookup

LDAP lookup means that the system forwards authentication requests to the LDAP server and inquires if the user has the right to register himself.

As the rights management is currently deposited in the system, the user has to be registered in the system! The rights of the user are managed in the system.

An e-mail address has to be deposited in the User profile.

The log-in is not permitted as long as the user has to change his password in the AD.


LDAP Sync

The LDAP Sync gives the possibility to create users in the system and to apply attributes from the LDAP. How LDAP attributes are linked to system-attributes can be looked upon the following page.
In order to activate the LDAP-Sync, the following timer is required: createusersfromldapgroup.

Important is that all system-users are in the group system-member. If this is not given, it could lead to an admin not being able to open a smart form as the member-right is required.


Dashboard

This paragraph addresses the basic configuration of the dashboard module. A detailed guide for administering the dashboard can be found under the chapter dashboard. The main configuration is to be done in the dashboard.properties under configuration in the standalone folder of the JBoss home.


AttributeDescription
wsdlHostCorresponding with the value <wsdl-host> under <subsystem xmlns="urn:jboss:domain:webservices:2.0"> in the standalone-tim.xml the value must match those parameters.
localeSet the default language of the dashboard.
visible_widgetsSet the visible Widgets of the dashboard
emailSenderSet the default sender of mails generated within the dashboard and usually set to the systems default.
ReportHoursDefines a creation hour for morning and evening reports.


Logs

This paragraph addresses the basic configuration and default location of the systems logs. Under JBOSS HOME/standalone/configuration/logging.properties the location of the systems logs can be changed and the specific logging behavior of the system altered. Default location is JBOSS HOME/standalone/logs/. Under logs/ several log files are stored and archived. The server.log will log most information about the current day and is usually interpreted should an unusual behavior occur. Older server.logs are stored with an attached creation-date in the format yyyy:mm:dd.


Tenant Creation


In order to create a tenant, the administrator needs to access the super tenant and double click on the gearwheel. A panel with all tenants will appear. On the bottom right of the panel is a button for adding a tenant to the system.


Upon clicking on the 'Create new tenant' button a popup will appear. Under tenant name, the name of the tenant has to be entered. By clicking the 'OK' button the tenant will be added to the system and with it all necessary system accounts. The tenant can then be accessed via the login screen with tenantname/admin or simply by clicking on the tenant in the tenant list.