Overview

The Enterprise Trial allows you to try out ProcessMaker's Enterprise Edition for a 30 day period on the cloud. After signing up for an account, you will receive a workspace where you can log in and work with sample processes and case data to better evaluate ProcessMaker's features. In addition, the Enterprise Trial includes integrations with Knowledge Tree, Pentaho Reporting and Advanced LDAP, so you can test some of the advanced features in the Enterprise Edition.

Using your Enterprise Trial Account

Eight sample processes have been preinstalled in your workspace, so you can immediately begin running cases and trying out ProcessMaker's functions. The eight processes are:

  • Purchase Request 3.0.1
  • Employee Offboarding 3.0.1
  • Employee Onboarding 3.0.1
  • Expense Report 3.0.1
  • Invoice Approval Process 3.0.1
  • IT Service Request 3.0.1
  • Leave of Absence Request 3.0.1
  • Material Ordering

Feel free to study and modify these processes to better learn how to design your own processes.

To run a case, see the documentation about each process to find out which group have been assigned to the starting tasks of each process. Then, log in as one of the members of the group that is assigned to the starting task of the process you want to run. Go to the CASES menu and click on New Case in the sidebar. After selecting the process, a new case will begin.

Understanding Processes

In ProcessMaker, a process consists of a series of tasks. A task is a collection of work assigned to users or groups of users.

The tasks can be connected by gateways (known as routing rules in previous versions of ProcessMaker), which control which task(s) are executed next in the process. There are gateways that select the next task based on a condition or a parallel flow. The workflow generally flows down one path, but it can be split into multiple paths with a parallel gateway (converging) and it can be joined into a single path with a parallel gateway (diverging).

Only one person at a time can be designated to work on a task, so assignment rules are used to select one user from the pool of available users who are assigned to a task. Users can be selected to work on a task based upon a cycle, manual selection, the value in a variable, who they report to in their department, or self selection (self-service).

Each task consists of a series of steps, which are discrete units of work such as Dynaforms, input documents and output documents. Triggers, which are custom PHP code, can be fired before or after any step to add custom logic and functionality to the process.

A case is an individual instance of a process being executed. Think of a process as a path, and a case as one time walking down that path. Only users who are assigned to the first task of a process are allowed to start a case in that process. The user who starts the case is automatically assigned to the initial task in the process. After completing the initial task, the case is routed to the next task in the process. Each time a user is designated to work on a task, the case will appear in the user's Inbox under the Cases menu. Once that user starts working on the case, its status will change to "Draft" and it will be moved to the Drafts tray.

By default, users can only access cases where they are the designated user, meaning that they have to be assigned to work on the case. Once a user has completed his/her task, or the case has been reassigned to a different user, the first user will no longer be able to open the case. Process Permissions can be assigned to give users read-only access to cases so they can see the case data, even when they are not the currently designated user. In addition, users can be selected as Process Supervisors to give them write access to the Dynaforms and/or input documents in a case, so they can review and change case data.

Sample Users

Your workspace includes dozens of sample users, who are organized into groups and departments.

To see the profiles of any of these users, go to Admin > Users > Users, select a user and click on the Edit button.

You can log in as any one of these sample users by clicking on the Logout link in the upper right-hand corner of ProcessMaker, which will close the current session and redirect to the login screen.

At the login screen, enter the username of the sample user, as well as the password, which is the same as the password of the admin user. This password was provided when subscribing to the Enterprise edition.

Sample Groups

In ProcessMaker, users are organized inside groups and departments.

Groups are non-hierarchical collections of users, which can be assigned to tasks in processes. Users can be members of multiple groups.

The following groups have been created in your workspace:

  • Manager: This group includes all users designated as managers.
  • Warehouse Users: This group includes all users from the warehouse.
  • Supervisor: This group includes eleven users that have been designated as supervisors.
  • Finance: This group includes users from the financial division and Planning and Research department.
  • Human Resources: This group includes users from the Human Resources department.
  • IT Operations: This group includes users from the Support Operations department.
  • IT Help Desk: This group includes users from the Support Help Desk department.
  • Employees: This group includes users from all departments. Refer to the graphic below.

To create additional groups, see the documentation for Managing Users > Groups.

Sample Departments

Departments are hierarchical collections of users, which represent the organizational structure of a company or organization and its chain of command. Each department has a supervisor/manager, to whom the members of the department report. Departments can have unlimited levels of subdepartments. Departments cannot be assigned to tasks in a process, but can be used in assignment rules to determine which user is assigned to the next task in the process.

Each member reports to his/her superior in the chain of command. For example, a member of a sub-sub-department reports to his/her supervisor, who in turn reports to the manager of a sub-department, who then reports to the manager of the top-level department in the organization.

The following sample groups and departments have been created in your workspace, so you can use them in your processes:

To see the departments' structure inside ProcessMaker, log in as the "admin" user and go to ADMIN > Users > Departments. To create additional departments, see the documentation for Managing Users > Departments.

Purchase Request Process 3.0.1

This process allows employees in a company to request approval for purchases. The purchase will be initially reviewed by a supervisor then sent to the warehouse user, who will verify if the items are in stock. If they are not in stock, then the warehouse user will create a quote request and send it to several fictitious suppliers based on the information filled out by the requester.

The quotes will be sent to the manager and the manager will evaluate the quotes and select the best supplier. The case will be in a paused state until information from all suppliers is received, and then at this point the manager can choose to select a supplier. Once a supplier is selected, a purchase order will be generated and sent. In the case that the providers do not send the pricing information or a suitable quote is not received, the manager can terminate the request.

Finally, the request is routed back to the original requester to confirm receipt of the material. If the order received is incomplete, the request will go into a loop until all goods are received. Once all products are received by the requester, the case will be complete.

The Process Map of the process is the following:

The first task Request Order, initiates the case with a Dynaform that solicits information about the applicant, the employee name, date and the employee's department in the first section. In the second section, the supervisors of each department are listed. In the third section, the details about the purchase request must be filled in. For example, if Carter is requesting paper:

Resources: By default, there are three categories to make a request in: Office Supplies, Furniture and IT Supplies, which are located in the Category column of the request form. In each category, there are two possible items to be requested as well (For Office Supplies: Notebook, Paper A, Paper Legal and Pens; for Furniture: Bookshelf, Chair and Desk, and for IT Supplies: Computer, Ink, Monitor and Mouse) in the Item column. However, it is possible to add categories and items and customize them by adding or updating rows inside the PM tables PURCHASE_CATEGORY and PURCHASE_ITEMS.

Each category has a Provider as well. These providers are inside the PM table PURCHASE_PROVIDER.

After an employee has sent the purchase request, it will be sent to the department's supervisor. In the example, Carter's department is Accounting, whose supervisor/manager is Brianna (the supervisor/manager can be seen in the Organizational Chart above).

Log in as Brianna and open the case sent by Carter in the task Approve Order. The form that opens displays the information about the request, and the supervisor can approved or reject the request in the yes/no field named "Approve".

The supervisor's answer is evaluated inside an exclusive gateway, where if the request is rejected (Approve = No) the process finishes. If the request is approved (Approve = Yes), the case is sent to a user belonging to the warehouse group using the cyclical assignment method. In the example, Brianna approved the request and it was sent to Dylan.

Log in as Dylan and open the case sent by Brianna. The form that opens shows the applicant's information in the first section, the applicant's supervisor approval in the second section and the stock verification in the third.

Dylan must prepare the quotes for the purchase and must select a provider in the yes/no Select Provider field. In the case that no providers are selected, the next step finishes the process in the evaluation of the gateway that follows the task.

In the next form that opens, Dylan must specify the product(s) to be bought as well as the provider(s) that will supply the purchase.

This Dynaform uses a third party library called "JQgrid". To get all the information from the case, it uses a plugin called "ProcessMakerBundle." This plugin has all the Jquery third party libraries that are required. The user should fill out the supplier information and add a deadline for receiving the proposal. Once the form is submitted, email notifications are sent to the selected providers.

Each provider must provide the information required by clicking the link in the email. Once the link is clicked, a form will be displayed asking the provider for a bid price, comment and the quote for the item.

Once the form is submitted, the following message will be displayed:

Also, after submitting the form, the data will be saved inside the PM table PURCHASE_GRID_CHILD where the details about all quotes are stored. At this point, the case is paused while waiting for a response from all the suppliers. Once all suppliers send their quotes, the case will be unpaused and listed in the inbox of an employee belonging to the manager group. In this example, the next user is Aaron.

Log in as Aaron and open the case sent by Dylan.

The form that opens will include a comparison chart that compares the information give by different suppliers about the product. The information in this chart is retrieved from the PURCHASE_GRID_CHILD table. Make sure that the fields in this table are filled in, especially the columns Bid Price and Provider Comments.

Next, approve the purchase in the field Approve in the table to make the purchase. In the next step the manager continues to the Purchase Order Dynaform.

Next, the manager can download a .pdf file that includes details about the purchase.

Take into account that the value of Purchase is evaluated inside a gateway, and if the purchase is rejected in this step (Approve=No), the process will finish.

After the purchase is approved, the employee that requested the purchase must notify that the products were received. In this case, log in as Carter again and open the case sent by Aaron.

In the form that opens, information about the goods can be seen and the .pdf file generated in the previous step by the manager can be downloaded. The employee must report that the goods were received in the yes/no field Reception of Goods. If Carter received (Yes) the goods, the process finishes; if they were not received, the form is resent to his inbox until he receives the goods.

Additionally, Carter can view the Purchase Report by going to Home > Report User in the left menu.

The Purchase Report shows all requests that have been completed or are in progress. This report is generated using ProcessMaker's Data Reporting Tools plugin.

Configuring the Trial Workspace

The trial workspace can be used without making any additional configurations; however, it is necessary to configure the workspace to take advantage of some of the additional features offered by ProcessMaker.

Configuring the Email Server

To be able to send out email notifications, the workspace will have to be configured to connect to an email server. Go to ADMIN > Settings > Email to set up a connection to an email server.

If your organization has its own email server, then enter its information in the settings to connect to it. If your organization doesn't have an email server available, then online email services such as Gmail, Yahoo! or Hotmail can be used. For more information, see Email Settings.