In ProcessMaker, a case is an instance of a process. In other words, a process represents the map of work to do and a case is a new instance that follows this map. A case runs through several activities (tasks or sub-processes) within the process. For example, inside an insurance process within a hospital, each insurance claim for the treatment of a patient is represented by a single case.
Each case in ProcessMaker has a unique ID which is a 32 digit hexadecimal number to uniquely identify the process, and a case number which counts cases starting from 1.
Note: To avoid overwriting issues, use a feature that prevents opening multiple browser instances of ProcessMaker. For more information about Blocking Multiple Browser Instances, please follow this link.
The Home tab displays the Main Menu at the left side of the screen, where you can manage your cases as well as view all the options available when running a case.
The main ProcessMaker Menu displays the following sections:
Main Home Features as of ProcessMaker 3.7.0
ProcessMaker 3.7.0 and later has a new view for the Home option. It is not available for ProcessMaker Mobile. The new Home view is similar to the Enhanced Home Experience (EHX) plugin, which is not compatible with ProcessMaker 3.7.0. However, the EHX plugin has features which are not available from the new ProcessMaker 3.7.0 Home view. If any of the EHX features that do not have corresponding features in the Home view are mission-critical to your ProcessMaker instance, then do not upgrade to ProcessMaker 3.6.0 until a compatible EHX plugin is available.
Then, ProcessMaker 3.7.0 and later has the following changes in the Main Home:
- The Main Menu can be collapsed by clicking the arrow located in the right upside corner.
- In the My Cases, Advanced Search, Inbox, Paused and Unassigned trays, the Last Modified column was removed.
- The Participated tray in previous ProcessMaker versions has been redefined as My Cases (Started By Me, In Progress, Completed and Supervising).
- As of ProcessMaker 3.7.2, search by Process Category in My Cases and Tasks.
Besides to the main features, take into account the following considerations:
- The My Cases and Tasks lists do not update automatically after creating a case. Alternative, click the My Cases or Tasks list to update your case list.
- The search queries in My Cases, Advanced Search, and Task lists are saved per user account. Per task list in case of Tasks and per tabs in case of My Cases.
Search for a Case
- By Case #: It allows a search where the searching criteria organizes the search by case number. As of ProcessMaker 3.7.0, search cases also by using the following rules:
- Search by a case number, a case range or the combination.
- If the value is empty, displays all cases.
- Search cases by using commas.
- Enter 3,7, the result is:
- Enter 1,3,7-15, the result is:
- Enter 1,3-6,11, the result is:
- Enter 1-3, the result is:
Note: If entering a case range, enter in ascending order like 3-6. Otherwise, 6-3 is considered invalid and the case list displays all cases. Use the Sort by Case Number for ascending or descending order.
- By Case Thread Title: It allows a search where the searching criteria organizes the search results by an alphanumeric filled field. By default, the search uses full-text search unless the
env.inisetting is configured differently.
- By Task: It allows a search where the searching criteria organizes the search by tasks within a suggested field search.
- By Start Date: It allows a start date field search that can be From Date (required) to To Date (optional).
- By Finish Date: It allows a finish date field search that can be From Date (optional) to To Date (required).
- By Process Category: As of ProcessMaker 3.7.2, search cases by the process category. This is an option to combine with other search criteria, which helps to narrow the list, view the critical information and use the metrics drill-down options.
- By Process Name: It allows a search where the searching criteria organizes the search by the name of the process. As of ProcessMaker 3.7.0, this is an option to combine with other search criteria, which helps to narrow the list, view the critical information and use the metrics drill-down options. For example filter cases number 1 to 5 with the test input doc process.
To add the filter criteria, one of the options must be selected, then click Save.
The Filter: pop up displays. Enter a value according to the available options. Then, click Save. To dismiss this search criteria option, close the Filter: pop up window or click Cancel.
The case list displays the filter results, otherwise, the results are not displayed.
Note: The search is restricted by the rule criteria determined by the selected options and the search is per user account.
Start a New Case
Users who are assigned to a task after a start event are able to see the list of processes that contain new tasks assigned to them. Start cases through the +New Case button in the My Cases, Advanced Search, Inbox, Draft, Paused and Unassigned trays.
Click the +New Case button, the list displays the tasks assigned to the current user.
To start a case click on the name of the process (which also includes the name of the first task).
Processes can also be searched by typing the name of the process and clicking the desired process in the filtered list.
Sort by Case Number
Available Version: As of ProcessMaker 3.7.0
Follow the next steps to order cases by number:
2. In the Case # column header, click the icon . The cases list displays in ascending order and the clear button displays.
3. In the Case # column header, click the icon for descending sort.
4. In the Case # column header, click the Clear button to reset the list order.