PM User Manual

User Manual
ProcessMaker Documentation team
February 2008
Table of Contents
1. Welcome to ProcessMaker ____________________________________ 1
1.1. Introduction _________________________________________________ 1
1.2. What is a Business Process Management System? _________________ 1
1.3. Objectives for the User Manual__________________________________ 2
2. Getting Started ______________________________________________ 3
2.1. Introduction _________________________________________________ 3
2.2. System Requirements _________________________________________ 3
2.3. Installing ProcessMaker _______________________________________ 3

a. Configuration _________________________________________________________ 4
b. How to disable SELinux ________________________________________________ 6
c. How to change the PHP "memory_limit" parameter ___________________________ 6
2.4. Quick Start Guide_____________________________________________ 7
3. ProcessMaker Users _________________________________________ 8
3.1. Introduction _________________________________________________ 8
3.2. My Account _________________________________________________ 8
3.3. Managing Users ______________________________________________ 9

a. List of User __________________________________________________________ 9
b. Create New User Account ______________________________________________ 11
3.4. Groups ____________________________________________________ 12

a. Create a Group of Users _______________________________________________ 13
b. Edit a Group ________________________________________________________ 13
c. Delete a Group ______________________________________________________ 14
d. Assign Users to an Existing Group _______________________________________ 14
e. Removing an User from a Group ________________________________________ 14
4. Process Managing __________________________________________ 15
4.1. Introduction ________________________________________________ 15
ProcessMaker User Manual i

4.2. ProcessMaker Object Model ___________________________________ 15
a. Process Object ______________________________________________________ 16
b. Task Object _________________________________________________________ 16
c. Step Object _________________________________________________________ 17
d. DynaForm Object ____________________________________________________ 17
e. JavaScript Snippets___________________________________________________ 18
f. Trigger Object _______________________________________________________ 18
4.3. A sample workflow: Loan Application Process ____________________ 19
4.4. Creating the Process Map _____________________________________ 20

a. Creating Your First Task _______________________________________________ 21
b. Creating the Remaining Tasks __________________________________________ 23
c. Defining the Starting Task ______________________________________________ 24
d. Defining the Ending Tasks _____________________________________________ 25
e. Defining a Leaf End___________________________________________________ 25
f. Defining Parallel Tasks ________________________________________________ 26
g. Defining a Parallel Join ________________________________________________ 27
h. Completing the Process Design _________________________________________ 28
4.5. Creating Steps ______________________________________________ 29

a. Dynaforms __________________________________________________________ 29
b. Input Documents _____________________________________________________ 34
c. Output Documents ___________________________________________________ 35
d. Triggers ____________________________________________________________ 37
4.6. Assigning Steps, Messages and Users to Tasks ___________________ 39

a. Assigning Steps to Tasks ______________________________________________ 39
b. Assigning Users _____________________________________________________ 40
ProcessMaker User Manual ii

1. Welcome to ProcessMaker
1.1. Introduction
ProcessMaker is an open source process management software suite, which
includes tools to automate your workflow, design forms, create documents,
create users, create routing rules, and map an individual process quickly and
easily.
The present document introduces some general concepts related to BMPs and
its implementation in ProcessMaker. Likewise it explains the software
installation and shows how you can start to automate your processes using
ProcessMaker.
1.2. What is a Business Process Management System?

The vast majority of business software serves one main purpose: supporting
business processes. Most of them rely on people to initiate the process,
approve involved documents, make decisions, resolve exceptional situations,
to name a few. In either case, it's often possible to define a discrete series of
tasks, known as a workflow, describing the activities involved in the
process.
A Business Process Management System BPMS is a software system that

manages the execution of workflows by interpreting process definitions
allowing interaction with workflow participants. A BPMS supports the
definition and administration of workflow schemes as well as the execution
and monitoring of process instances.
ProcessMaker is a web based Business Process Management System

(BPMS), which has many characteristics to support any business process. In
order to take full advantage of ProcessMaker, this manual will focus on the
key concepts and terminology behind workflow design.
Process
A Process, which is the term we use in the ProcessMaker context to
refer to a Business Process, is a collection of tasks that takes one or
more kinds of input and creates an output that is of value to the
customer or to an end user within the organization.
Task
A task is a logical group of sequential steps, sharing a common goal.
Step
A step is a piece of work that forms a clearly defined activity. A step
may be a manual activity, or a workflow (automated) activity.
ProcessMaker User Manual 1

Business Case
A Business Case, often referred just as Case, is an instance of process
definition.
The section 4.2 explains the object model in ProcessMaker, which is based in
the key concepts explained before.
1.3. Objectives for the User Manual

The objectives of this User Manual are to:
 Help you to install and configure ProcessMaker
 Describe the users and groups management
 Provide detailed instructions for managing both processes and cases.

2. Getting Started
2.1. Introduction
In this chapter are detailed the requirements and the procedure to install
ProcessMaker. It gives also an overview about the main options of this
software.
2.2. System Requirements

You need to be sure that your web server, or the service provided by your
web host, meets the minimum requirements before you download the
ProcessMaker software. These are:
 Apache 2.2.3 or greater - http://www.apache.org
 PHP 5.1.6 or greater - http://www.php.net
 MySQL 4.1.x or greater - http://www.mysql.com
If you have the RHEL or Centos Linux distribution, to install and run
ProcessMaker, the feature SELinux should be disabled. See How to disable
SELINUX for additional instructions.
Likewise PHP should be configured with more than 30 MB in the parameter

memory_limit. ProcessMaker ideally uses 120 MB in this parameter. See How
to change the PHP "memory_limit" parameter for additional instructions.
ProcessMaker can be used with most major browsers including: Internet

Explorer (version 6.0+), Netscape and Fire Fox. These browsers take great
advantage of ProcessMaker graphical interface.
2.3. Installing ProcessMaker

1. Download ProcessMaker from
http://sourceforge.net/projects/processmaker/ and install it
2. Rename the file "/etc/httpd/conf.d/pmos.conf.rpm" as

"/etc/httpd/conf.d/pmos.conf"
3. Ensure that the virtual server "your_processmaker_server" defined in

the file “/etc/httpd/conf.d/pmos.conf" coincides with your system
configuration.
The name of this virtual server is only an example, you can change this
name according the domain defined in your network.
4. If you don't have the name of the virtual server defined in step 3, you
should add this server to your host.

To do this, you need to edit the file
/etc/hosts
In this file you should add the following line:
your_ip_address your_processmaker_server
5. Finally restart the htppd service
a. Configuration
1. Make sure that the "data" and "compiled" subdirectories are world
writable (chmod 0777), because the data of your workflows will be
saved in the "data" subdirectory, and the subdirectory "compiled" will
store the compiled templates of ProccesMaker.
2. Open your browser and load the ProcessMaker site. You should see the
test page (See Illustration 1). If you don't see it, please check the
installation steps.
Illustration 1. Installation – Page Configuration
3. On the test page,
a. check your connection and paths

b. enter your MySQL database account information, which should
have privileges to create databases and users.
Illustration 2. Installation – Page Configuration
4. Click on the tab "Install" (in the upper right-hand corner of Illustration
2)
5. After few seconds you will get the confirmation of your installation, see
Illustration 3. If it was successful, click on the button "Finish
installation" and enjoy ProccesMaker, you can log in into the system
(See Illustration 4). Otherwise, please visit our forums
(http://forum.processmaker.com/) to get support.
Illustration 3. Finish Installation Page

Illustration 4. Login Page
6. To login to ProcessMaker use these credentials:
user: admin / password: admin
b. How to disable SELinux
Since ProcessMaker is currently installed and running in the /opt directory, it

is necessary to disable the SELinux feature. To disactivate the SELinux you
need to edit the respective configuration file.
Usually you should find it in:
/etc/selinux/config
In this file you will need to disable the following parameter:
SELINUX = disable
After that you need to restart your computer, so this change will take effect.
c. How to change the PHP "memory_limit" parameter
ProccesMaker needs minimum 31MB in the parameter "memory_limit" of

PHP. This parameter defines the maximum amount of memory a script may
consume.
To change this value you need to edit the php.ini file.
Usually you should find it in /etc/php.ini
In this file you should put the new value (between 31 and 120):
memory_limit = 31MB;
After that, restart the httpd service.

2.4. Quick Start Guide
The Illustration 5 shows the different options of ProcessMaker Main Menu.
Illustration 5. Login Page
 My Account: option presents the information related to the logged

user, it is also possible to change this information anytime. The section
3.2 describes this option.
 Users: Includes the different options to managing user and groups.

Section 3.3 explains the operation related.
 Cases: A case is the instance of a Process. The menu option Cases lists
the instances initiated in ProcessMaker. This option makes possible the
supervision and monitoring of the cases in different status and with
different users.
 Processes. This option gives the opportunity to configure a Process

Map and on this basis to define the different tasks and steps related.
This option is powerful and it is explained in the section 4.
The recommended steps to obtain a complete business process are the

following:
1. Process Map: create all tasks and define their relationships in the
option Processes.
2. Steps: create all required types of steps (DynaForms, Triggers, Input

Documents and Output Documents). Then assign them to the
appropriate tasks. That should be made in the option Processes
3. Users Management: create the necessary accounts and groups of

users and assign tasks accordingly (See option Users).
4. Start your Cases: Once you have defined your Process (with its
tasks, rules and users), you are able to start a case and so automate
and track your process with ProcessMaker.
The following sections will guide you through the necessary steps to obtain a
working business process definition.

3. ProcessMaker Users
3.1. Introduction
This chapter describes the necessary tasks required for setting up your
account and managing your ProcessMaker user accounts and group users.
3.2. My Account
Illustration 6. My Account

The Illustration 6 shows the form that allows updating your personal
information. Most of these fields are self-explanatory. In this form you can
upload a résumé to your profile, likewise you can upload your personal
photo, and it will show up in the user profile.
To change your password you must provide the following information:
New password
Confirm your new password
3.3. Managing Users
The Users tab allows managing:
 User accounts: they are divided in two roles, PROCESSMAKER_ADMIN

role and PROCESSMAKER_OPERATOR role.
 Groups: a group of users simplifies the assignment of tasks. For

example, a Help Desk process may involve a pool of customer support
clerks, all belonging to a user group named Customer Support. A user
account can belong to 0, 1 or more user groups.
a. List of User
This section shows a list of current user accounts of the ProcessMaker

platform. As shown on the illustration 7 below.
 Search: this option allows a very useful utility to filter user accounts.
You should put the search criterion, and every row that matches with
this criterion will be filtered on the list.
 Name: this column corresponds to the name of the user account.
 Role: this column shows the current role of each account. There are
two types of users: Administrators and Operators. Administrator
accounts are enabled to create, modify or delete existing processes.
Operator accounts are meant for production mode, using the facilities
of cases interface
 Due date: this value defines a date when this account will no longer be
allowed accessing the platform.

Illustration 7. List of users
 View link: When you click on the view link, you will see the selected
account's information in read-only mode.
 Edit Link: You can click on the corresponding hyperlink to edit the
account.
 Delete link: To delete an employee's user account, you just click on

the Delete hyperlink. You will be prompted to confirm this operation.
If you accept, the selected account will be deleted. Otherwise, the operation
is cancelled. In order for an account to be successfully deleted, a few
conditions must be met:
 The target account can't be a member of any Group.
 The target account can't have assigned or completed activities.
In general, it is easier to simply deactivate an account by switching its status

from Active to Inactive.

It is possible to customize the fields of the list users, just right-click on the
top of the list (title area) and you will see the different fields (illustration 8),
and there you can activate/deactivate them.
Illustration 8. List of users
b. Create New User Account
The Illustration 9 is from the form which allows creating new user accounts.
All required fields are identified by an asterisk (*).
Most of these fields are self-explanatory. We will only clarify the meaning of
some of them.
 User ID: this is the account that should be provided when the user
logs into the system.
 E-mail: this information is crucial for the appropriate delivery of e-mail

alerts concerning open cases.
 Expiration date or Due Date, this value defines a date when this
account will no longer allow access to the platform.
 Status: if this value is set to Active, this account is permitted access

to the platform. If the value is Inactive, the account no longer allows
logging in.
 Role: this field defines the privileges assigned to each account.

ProcessMaker includes the following default roles: Administrator,
Operator

Illustration 9. Creating a new user account
3.4. Groups
Groups are intended to simplify the way you assign tasks to users. For
example, you could define two groups: “Sales” and “Customer Care”. Then
you could add selected users to the Sales group. Upon defining the derivation
rules for a given task, you will be able to select either a specific user or a

group of users. The latter approach is much more flexible, as you don’t need
to modify each process when accounts are deactivated or modified.
A user account can belong to one or many Groups. In other words, there is a
many-groups-to-many-accounts relationship. The Illustration 10 shows an
overview of the existent groups and the associated user.
Illustration 10. Groups of Users
a. Create a Group of Users
The left pane of the Groups section depicts the whole structure of existing
groups (See Illustration ). To create new groups you must click on the New
Group hyperlink on the left pane.
b. Edit a Group
This form allows you to modify the current settings of a selected user group:
Illustration 11. Editing an Existing Group of Users.

c. Delete a Group
The left pane of the Groups depicts the whole structure of existing groups
(see Illustration 10). To delete an existing group, you must click on the
Delete link of the selected group on the left pane.
The resulting form will request your confirmation to delete the target group.
d. Assign Users to an Existing Group
This form allows assigning employees to the current user group.
Illustration 12. Assigning an Employee to an Existing Group.
 User: this drop-down lists all employees currently not assigned to the
selected group. Please note that you can assign an employee account
to many groups. And a given group can have many employees
assigned. In other words, there is a many-groups-to-many-employees
relationship.
e. Removing an User from a Group
To remove a user from existing group, you must click on the Remove link of
the selected group on the left pane (See Illustration 10). The resulting form
will request your confirmation to remove the requested user from the group.

4. Process Managing
4.1. Introduction
In the following lessons you will be guided through the necessary steps to
design and execute a business process from scratch. Before you ever start
creating a new process you must have at least the following information at
hand:
 A compliant business process diagram
 A list of users and groups whom are going to interact with the process
 A list of forms and documents used during the process.
Once you have this information at hand you can proceed to designing the
actual business process by entering the ProcessMaker Process Managing
interface. The recommended steps to obtain a complete business process are
the following:
1. Define the Process Map: create all tasks and define their
relationships. (See section 4.4)
2. Create Steps: for each task created in step 1. There are different
types of steps: DynaForms, Triggers, Input Documents and Output
Documents, they are explained in sections 4.5.
3. Users Management: create the necessary accounts and groups of

users and assign tasks accordingly. For details about the user
management option in ProcessMaker please see section 4.6.
Before you start the process configuration, it is important to take into

account the ProcessMaker Object Model which is defined in the following
section. After that, in order to explain the different options of Process
Managing in ProcessMaker, a sample workflow for Loan Application is
presented.
4.2. ProcessMaker Object Model
The following section explains the object model of a process definition within
ProcessMaker.
Legend
Element Main or parent object
Element Child object

a. Process Object
The Process object is located at the top of the object hierarchy. Any business
case is always an instance of an existing process definition.^
Process
Task(s)
Illustration 13. Process Structure: A process is composed of one or many tasks
Property Description
Process GUID Unique identifier of a given process
definition
Process Name this is a short description of the process
Table 1. Process Properties
b. Task Object
A task corresponds to a rectangle in a Process Map. This object has a rich set
of properties and dependant objects, as it defines the interaction of every
object residing inside the business process definition, such as users,
derivation rules, dynaforms, input and output documents.
Task
Step(s)
Illustration 14. Task structure: A Task is composed of one or more Steps.
Task Title this field is a short description of the
task
Task derivation These properties define which user will
receive the current business case
Task ownership You can define up to 5 case owners,
whom can then be referenced later on
during the business case lifetime.
Privileges This set of properties permits an
efficient handling of exceptions
(canceling, pausing and ad-hoc
transfer), sending messages, uploading
files and defining access privileges to
existing business case documents.
Labels These properties simplifies the naming
of current business cases and allows
defining custom derivation messages to
subsequent participants of a given
business case.
Table 2. Task Properties

c. Step Object
Step
Dynaform(S)
Input Documents
Output Documents
Triggers
Derivation Step
Illustration 15. Step Structure: a Step can be composed of a sequence of DynaForms,
input documents and output documents. The Derivation Step is always executed upon
task completion.
Step Condition A Boolean expression defining whether
the current step will be executed or not.
This expression usually evaluates
specific business case variables.
Run Triggers A sequence of Trigger scripts which will
Before be executed before the current
DynaForm or the Derivation step is
shown. Input documents and Output
documents don’t support this property.
Run Triggers A sequence of Trigger scripts which will
After be executed after the current DynaForm
or the Derivation step is shown. Input
documents and Output documents don’t
support this property.
Table 3. Step Properties
d. DynaForm Object
This object is a main component of the task user interface. It allows a direct
human-workflow interaction by means of a distributed web application
approach.
DynaForm
Fields
JavaScript Snippets
Illustration 16. DynaForm Structure.

A DynaForm definition reflects the data structure of the underlying database
storage engine.
Label Multilingual element allowing to display the same
DynaForm in different languages
Type Allowed types are: Title, Subtitle, Textbox,
Caption, Password, Text area, HTML Edit,
Currency, Percentage, Date, Yes/No, Link, Sub-
Form, Sub-Grid, On-demand, Checkbox, Button,
Reset, Submit, Hidden, File upload, Dropdown,
Listbox and Radio options group.
Size On-screen width
Maximum Maximum number of characters for the field
Length
Default value Default value
Required Either Yes or No
Dependant A given field may control the value of one or more
Fields dependant fields
Link Field Most fields have an embedded Link to invoke
popup windows and providing assistance when
filling a form
Immediate In the case of a Grid element, a given column can
Sum be defined display a sum of existing values
DB Connection Allow to define an external data source to request
values
SQL SQL sentence allowing querying external data
sources. Case variables may be used.
Table 4. Field Properties
e. JavaScript Snippets
Any JavaScript code can be embedded inside a DynaForm definition to

increase its ergonomics and usability.
f. Trigger Object
A Trigger is either a piece of code. It is intended to add flexibility when

dealing with complex business rules. Most business rules are far more than
simple Boolean conditions. In such scenarios, Triggers provide the
appropriate framework to perform complex calculations, to name a few.
Trigger
PHP Code
Illustration 17. Trigger Structure.

PHP code can be injected directly by means of Custom Functions interface.
This allows business architects to express the most complex business rules
by means of a high level programming language.
4.3. A sample workflow: Loan Application Process
The process you are about to create from scratch is a Loan Application
Process. It is intended to be used by a fictional banking institution, and it will
allow its New Loans Division to process new applications.
The Process Map is as follows:
In task 1, the loan applicant will fill-out a web form corresponding to the
Loan Application Form.
Once the form is submitted, three parallel tasks will take place: tasks 2, 3
and 4. Task 2 consists of checking the credit history of the loan applicant.
Task 3 consists of checking the cosigner information. Task 4 consists of
including the loan applicant information in the contacts database of the
banking institution for future campaigns and promotions. Note that task 4 is
a Leaf End, also known as an Intermediate Event.
Once all three parallel tasks take place, tasks 3 and 4 will join in task 5,
which is the Application Review. In this task, a loan officer will review the
case and decide among three possible issues:

1. The cosigner information doesn't fill the requirements, so the loan
applicant will be invited to find a different cosigner (back to task 1).
2. The applicant's monthly income is insufficient to apply for the required

amount, so the loan is rejected (task 6) and the case is closed.
3. The application fulfills all requisites, thus the loan application is

approved and the case is closed.
In the following lessons you will be conducted through the necessary steps to
create and try this fully functional process from scratch.
4.4. Creating the Process Map
In the following section you will create the Loan Application process
described in the last section. Then you will define all required tasks in order
to reflect the business process.
 Create a new process: Processes New.
 Fill the New Process dialog as shown below:
Illustration 18. Creating a new process on ProcessMaker
Once you press the Save button you will be conducted to the Process Map,
which is an interactive and friendly Business Process Design environment.

Illustration 19. The Process Map: a powerful Business Process Design interface
This interface consists of a top pane menu and an interactive design area.
The latter contains a large number of contextual menus that will allow you to
design and maintain business processes with ease. Now that the business
process has been defined, we will proceed creating all tasks and their
relationships.
a. Creating Your First Task
The following section explains how to create your first task (or activity).
 Right-click on the design area and select Add Task:
There should be a new task in your design area named “Task 1”

 Right-click over the newly created task and select Properties option:
Now we are going to change the properties of this very first task, as
shown follow.
Illustration 20. Defining the task properties

If you check the Starting Task checkbox, the task will be defined as the
start task of the process; you can see it in the last illustration
After this, you will create all remaining tasks.
b. Creating the Remaining Tasks
Follow the same steps to create all remaining tasks (2 through 7). Below is a
summary of required settings for these tasks. All non-mentioned fields
should be left to their default values.
Task 2
Title: Check Credit History
Description: In this task, the credit officer will verify the credit history
of the loan applicant. He must check the banking history inside the
banking institution (if exists) and in the Financial Risks Database.
Task 3
Title: Cosigner
Description: In this task, the credit officer will verify the validity of
identity documents provided by the cosigner.
Task 4
Title: Contacts database
Description: In this task, a customer support clerk will verify that the
new applicant personal information is now part of the Contacts
Database. This is to ensure that future campaigns for new products or
services will reach a focused audience.
Task 5
Title: Application review
Description: In this task, the credit officer will verify if all required
information from the applicant and the cosigner are appropriate to
grant a new loan.
Task 6
Title: Reject loan
Description: As an outcome of the preceding evaluation, the loan

application doesn't fulfill the necessary requirements. Thus, the loan is
rejected.

Task 7
Title: Approve loan
Description: As an outcome of the preceding evaluation, the loan

application fulfills all requirements. Thus, the loan is approved.
Once you have completed the creation of these tasks, use the design area to
organize them as shown below: This illustration have already the derivation
rules as also the ending and starting tasks as well, the following sections
explain how you can define them.
Illustration 21. Loan Application Process Skeleton
c. Defining the Starting Task
In this section, you will define the starting task of this sample process.
 Right-click over the Loan Application Form task, and enter the
Properties interface.
 Now check the Starting Task checkbox, as shown in illustration 20.

 Press the Save button and go back to the Process Map. The first task
should be similar to the following screenshot:
In the next section you will define an ending task for this sample process.
d. Defining the Ending Tasks
There are two possible ending points for the Loan Application Process: either
the loan is rejected, either it is approved. Both outcomes have a
corresponding activity in the current process design.
In this section, you will define the ending tasks of this sample process.
 Select on the derivation tool the end-task button. Drag and drop the
button on the Reject Loan task.
 Now the Reject Loan task should look like this:
 Follow the last two steps for the Approve loan task.
e. Defining a Leaf End
In this section, you will define a leaf end for this sample process.
 What is a Leaf End? A Leaf End consists of a branch end in the context of
a business workflow, meaning that the business case keeps moving to
other tasks by different paths. Not to be confused with a Process End.
 Right click on Contacts Database task and select Derivation Rules
option.
 Click on the Add Derivation Rule link and configure this derivation rule
as follows:

 At this point, Contacts database task should look like this:
In the next lesson you will define a parallel fork for this sample process.
f. Defining Parallel Tasks
In this lesson, you will define task 1 as a parallel fork.

Right-click on Loan Application Form task and select Derivation Rules
menu option. Press the Add link and create the derivation rules until Check
Credit History, Cosigner and Contacts database tasks. They are defined
as parallel tasks, as the screenshot before shows.
 At this point Loan Application Form task should look like this:
In the next lesson you will define a parallel join for this sample process.
g. Defining a Parallel Join
In this section you will define a parallel join in Task 5, where tasks 2 and 3
will converge.
 Right-click on Check Credit History task and select Derivation rules

option. Fill the Derivation Rules popup as shown below:
 Repeat this step for the Consigner task.
 At this point the Application review and Consigner task are defined
as a Parallel join, and the Process Map should display it like this:

How is information entered to build a case? By using DynaForms. DynaForms
are web forms, which can be easily designed with a powerful tool already
embedded into ProcessMaker, the DynaForms Editor. In the following
sections you will create the first DynaForm, the Loan Application Form.
h. Completing the Process Design
In this section we are going to complete the process design. One important
thing to keep present is that we will reference a case variable, which will be
defined later. Right-click on Application review task and select Derivation
rules option. Fill the popup window as shown below:
 You may ask yourself: what @@DECISION == “Y” stands for?

This is the ProcessMaker syntax to evaluate case variables. A case
variable can be the value stored inside a DynaForm field, or the result
of a calculation inside a Trigger (See section XX). A case variable must
have a unique name and can be overwritten as the business case
moves forward. When you need to reference a Case Variable within
the process definition, it must always be prefixed with a double “at”
sign (@@).
To evaluate a Case Variable you can use boolean expressions which
will return either true or false. For example, the entered expression
@@DECISION == “Y” is evaluating the following question: “does the
Case Variable named DECISION equal three?”
In order to complete the process design, we are anticipating on the
name of one of such case variables (@@DECISION) and over the
possible values it will store. Those values will be: “Y” = Loan approved;
“N” = Loan rejected.

Once these steps have been completed, your Loan Application Process should
be similar to the illustration. Congratulations! The basic design of this
process design is complete!
4.5. Creating Steps

In the following lessons you will create DynaForms, Input Documents and
Output documents. Then you will assign them to existing tasks of your
business process definition.
a. Dynaforms
In this section you will create the Loan Application form. This form is
intended to be used by an external applicant.
 Once you enter the Process Map interface go to the DynaForms

section.
 Create a new DynaForm by clicking on the New link:
 Fill the New DynaForm interface as follows and press the Save button:
You should now be presented with the list of existent Dynaforms:

By clicking on the Edit link, you will see the DynaForms management
interface:
Illustration 1. DynaForms Management Interface
This interface contains all required tools for dealing with DynaForms. Now
you will learn how to add fields to your first DynaForm.
We will add one field of type Title to the Loan Application DynaForm.
 From the toolbox, click on the control of type Title:
 Fill the multilingual labels as follows:

Field Value
Español (ES) Información personal del solicitante
English (EN) Loan Applicant Personal Information
Group 1

After pressing Accept, you will be presented with a DynaForm in Preview
mode, similar to this:
Illustration 22. DynaForm in Preview Mode with First "Title" Control
Now you know how to include fields into a DynaForm.
Create all remaining fields according to the following list (please note that the
Title field from previous lesson is included in this list to keep consistency):
Field Property Value

1 Type Title
Label (es) Información personal del solicitante
Label (en) Loan Applicant Personal Information
2 Type Textbox
Name FIRSTNAME
Size 30
Max. 30
Length
Required Yes
Validate Nothing
Label (es) Nombres
Label (en) First Name
3 Type Textbox
Name LASTNAME
Size 30
Max. 30
Length
Required Yes
Validate Nothing
Label (es) Apellidos
Label (en) Last Name

4 Type Text area
Name ADDRESS
Columns 45
Rows 5
Required Yes
Label (es) Dirección
Label (en) Address
5 Type Radio options group
Name MARITAL_STATUS
Field Indexes ES EN
Labels Estado civil Marital Status
1 Soltero(a) Unmarried
2 Casado(a) Married
3 Legalmente separado(a) Legally Separated
4 Viudo(a) Widow / widower
6 Type Currency
Name AMOUNT
Label (es) Monto solicitado
Label (en) Loan Amount
7 Type Yes/No
Name FIRST_TIME
Label (es) ¿Ya solicitó un préstamo en nuestra institución en el pasado?
Label (en) Have you requested a loan from our bank in the past?
9 Type Date
Name PREVIOUS_DATE
Initial Year 1980
Final Year 2006
Required No
Label (es) Si la respuesta es afirmativa, ¿cuándo fue?
Label (en) If yes, when?
10 Type File Upload

Name BUSINESS_PLAN
Label (es) Adjunte su plan de negocios
Label (en) Please include your business plan
11 Type Title
Label (es) Información personal del garante
Label (en) Cosigner Personal Information
12 Type Textbox
Name COSIGNER_FNAME
Size 30
Max. 30
Length
Required Yes
Validate Nothing
Label (es) Nombres
Label (en) First Name
13 Type Textbox
Name COSIGNER_LNAME
Size 30
Max. 30
Length
Required Yes
Validate Nothing
Label (es) Apellidos
Label (en) Last Name
14 Type Checkbox
Name AGREEMENT
Label (es) Certifico que la información provista en este formulario es
verdadera y correcta.
Label (en) I certify that the information provided here is true and correct to
the best of my knowledge.
15 Type Submit
Name SUBMIT

Label (es) Enviar
Label (en) Submit
Once you have created all these fields, you should see a DynaForm preview
similar to the following screenshot:
Illustration 23. Loan Application DynaForm. All fields have been created.
Congratulations! Your first DynaForm is complete..
b. Input Documents
So far you’ve created steps of DynaForm type. Such steps allow receiving
information from end users whom must type input data into Web forms. In
this section you will create another type of steps: Input Documents. Input
Documents are documents required in a given activity context, they can be
impressed or digital.
In this section you will create a sample about Additional Documentation

intended to be part of the Loan approval task.

 Create a new input document by clicking on the new link
 Fully the form with the following information:
c. Output Documents
Another type of steps are the Output Documents. They can be either PDF
(Portable Document Format) or RTF (Rich Text Format) documents
automatically generated in a given activity context. An Output document can
use one or more case variables and place them in a formatted output file,
applying a PDF or RTF template definition.
In this section you will create a sample Loan Contract intended to be part of
the Loan approval task.

 Create a new output document by clicking on the new link
 In the design area copy the following text, then save the file:
ABC BANK LOAN CONTRACT

Loan No.: @@APPLICATION_ID
Borrower: @@FIRSTNAME @@LASTNAME
Address: @@ADDRESS
Lender: ABC Bank
Address: 358 Mordor Hill East Street
According to applicable laws and regulations of the United States of America,
the Borrower and Lender, after reaching an agreement through negotiations,
hereby enter into this contract pursuant to Borrower's application to Lender
for a working capital loan (the "Loan").
Article 1. The Loan
1.1. Type of currency: USD
1.2. Loan amount: USD @@AMOUNT. The actual principal borrowed by
Borrower shall be the number written on the financial voucher issued by
Lender.
1.3. The Loan under this Loan Contract shall be solely for industrial/business
use. Borrower shall not divert the funds under this Loan Contract to any other
purpose.
Article 2. Interest Rate and Interest Calculation
2.1. Interest rate: 5.3625%, based on 30 days in a month and 360 days in a
year.
2.2. During the term of this Loan Contract, interest may be changed as
prescribed by the ABC Bank when said Bank adjusts its interest rate or rate
calculation method, in which case Borrower's approval is not necessary.
2.3. The formula for calculating the interest is as follows: Interest on the loan
= (the prescribed interest rate under this Loan Contract) x (Loan amount) x

(actual days of use), where actual days of use is calculated from the day the
Loan is issued.
2.4. Settlement of interest under this Loan Contract is to be calculated per
month. The settlement date is the 20th day of each month. All principal and
interest shall be paid in full on the day the term of the Loan expires.
Borrower: @@FIRSTNAME @@LASTNAME
Date of Signature: @@LOAN_DATE.
Loan Officer: @@LOAN_OFFICER
4. Apply appropriate formatting to this document. You can include

graphic elements, such as logos.
When you save the changes, the output-document is automatically uploaded

into your ProcessMaker™ workspace. The illustration 24 show the form
associated.
Illustration 24. Newly Created Output Document
d. Triggers
Another type of steps are the Triggers. Most business rules are far more than
simple Boolean conditions, therefore Triggers provide the appropriate
framework to perform complex calculations, to name a few.

In this section you will create a trigger to get the actual time from the
operating system which to be part of the Loan approval task.
 Create a new input trigger by clicking on the new link
 After that, fully the form with the following information:
Now all pieces are in place to start assigning steps to each an every task.

4.6. Assigning Steps, Messages and Users to Tasks
a. Assigning Steps to Tasks
This lesson will guide you through the required step to assign Loan
Application Form to the starting task.
 Go to the process map
 Right-click on the Loan Application Form task and select the Steps
option:
 On the resulting popup click on ADD STEP link an select an element of

DynaForm type:
 Now the list of steps should be similar to the following illustration:

b. Assigning Users
By accessing the USERS management interface, you can create users,

groups and configure an organizational chart with complete freedom. In
order to assign user to a process, you should do the same steps described in
the last section.

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ProcessMaker Documentation team

1. Welcome to ProcessMaker ____________________________________ 1

1.1. Introduction _________________________________________________ 1

1.2. What is a Business Process Management System? _________________ 1

1.3. Objectives for the User Manual__________________________________ 2

2. Getting Started ______________________________________________ 3

2.1. Introduction _________________________________________________ 3

2.2. System Requirements _________________________________________ 3

2.3. Installing ProcessMaker _______________________________________ 3

2.4. Quick Start Guide_____________________________________________ 7

3. ProcessMaker Users _________________________________________ 8

3.1. Introduction _________________________________________________ 8

3.2. My Account _________________________________________________ 8

3.3. Managing Users ______________________________________________ 9

3.4. Groups ____________________________________________________ 12

4. Process Managing __________________________________________ 15

4.1. Introduction ________________________________________________ 15

ProcessMaker User Manual i

4.3. A sample workflow: Loan Application Process ____________________ 19

4.4. Creating the Process Map _____________________________________ 20

4.5. Creating Steps ______________________________________________ 29

4.6. Assigning Steps, Messages and Users to Tasks ___________________ 39

ProcessMaker User Manual ii

1.2. What is a Business Process Management System?

A Business Process Management System BPMS is a software system that

ProcessMaker is a web based Business Process Management System

ProcessMaker User Manual 1

1.3. Objectives for the User Manual

 Help you to install and configure ProcessMaker

 Describe the users and groups management

 Provide detailed instructions for managing both processes and cases.

ProcessMaker User Manual 2

2.2. System Requirements

 Apache 2.2.3 or greater - http://www.apache.org

 PHP 5.1.6 or greater - http://www.php.net

 MySQL 4.1.x or greater - http://www.mysql.com

Likewise PHP should be configured with more than 30 MB in the parameter

ProcessMaker can be used with most major browsers including: Internet

2.3. Installing ProcessMaker

2. Rename the file "/etc/httpd/conf.d/pmos.conf.rpm" as

3. Ensure that the virtual server "your_processmaker_server" defined in

ProcessMaker User Manual 3

In this file you should add the following line:

5. Finally restart the htppd service

Illustration 1. Installation – Page Configuration

3. On the test page,

a. check your connection and paths

ProcessMaker User Manual 4

Illustration 2. Installation – Page Configuration

Illustration 3. Finish Installation Page

ProcessMaker User Manual 5

6. To login to ProcessMaker use these credentials:

user: admin / password: admin

b. How to disable SELinux

Since ProcessMaker is currently installed and running in the /opt directory, it

Usually you should find it in:

In this file you will need to disable the following parameter:

c. How to change the PHP "memory_limit" parameter

ProccesMaker needs minimum 31MB in the parameter "memory_limit" of

To change this value you need to edit the php.ini file.

Usually you should find it in /etc/php.ini