Module 10

ULTIMUS PROCESS ADMINISTRATOR

What’s in this Module?

This module introduces the Ultimus Process Administrator Microsoft Management
Console Snap-in. The focus is on how to work with the incident such as to monitor the
incident, reassign task, abort incident.

Lecture Topics
• Starting the Ultimus Process Administrator.
• Working in the Incident Tab.
• Working in the Process Tab.
• Working in the Tasks Tab.
• Creating an Incident Filter

Exercises
• Monitor the status of Time Sheet Process Incident’s.

Lessons Learned
After completing this module, you will be able to:

• Check the current state of a process incident by viewing a color-coded process map
as well as the tabular view of the process incident.
• View the names of the users at each step.
• View the time a task was assigned to a user and the time it took to complete.
• Reassign tasks to other users.
• View the values of the schema elements for the process incident.
• Monitor the status of a process incident.
• Activating a stalled step

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 Ultimus Process Administrator

INTRODUCTION TO THE PROCESS

ADMINISTRATOR
Ultimus Process Administrator works in conjunction with Ultimus BPM Server. It
provides the user interface for many functions performed by Ultimus BPM Server. This
allows Ultimus BPM Server to focus on workflow transactions without being burdened
by administrative functions.

The Ultimus Process Administrator enables a user to:

a. Check the current state of a process incident by viewing a color-coded process
map as well as the tabular view of the process incident.
b. View the names of the users at each step.

c. View the time a task was assigned to a user and the time it took to complete.

d. Reassign tasks to other users.

e. View the values of the schema elements for the process incident.

f. Monitor the status of a process incident.

g. Activating a stalled step

h. Finding and replacing a schema variables value in a process incident

i. Reassigning, submitting, and activating Flobot steps

j. Auto-complete a Flobot step.
k. Reassigning queue tasks.

l. Determine the workload for any client user to check how many active tasks are in
that user’s Inbox view.
m. Determine which processes and steps in which a client user can potentially
participate in the future.
n. Assign a currently active task from one client user to another.

o. Assign future tasks of a client user to another.

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Ultimus Process Administrator

STARTING THE ULTIMUS PROCESS

ADMINISTRATOR

Ultimus Process Administrator works in conjunction with Ultimus BPM Server. It

provides the user interface for many functions performed by Ultimus BPM Server. This
allows Ultimus BPM Server to focus on workflow transactions without being burdened
by administrative functions.
When connecting to an Ultimus BPM Server for the first time, users may require some
assistance from their Ultimus administrator for defining the settings below.

To launch Ultimus Process Administrator, follow these steps:

1. Select Start»Programs»Ultimus Adaptive BPM Suite 8.2»Ultimus Process

Administrator. The Ultimus Process Administrator login dialog box appears, as
shown below.

When launching Ultimus Process Administrator for the first time, all fields will be
disabled except the Server: option.
2. The Server: option contains the name of the Ultimus BPM Server to establish a
connection with.

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 Ultimus Process Administrator

Click the Change option to select another Ultimus BPM Server. The Change Server
dialog box appears, (as shown below).

1. In the Server: text box, enter the name of the Ultimus BPM Server or
browse using the browse button.
2. In the Port: text box, enter the port number that the selected Ultimus BPM
Server listens to.
3. Enable the Secure checkbox if the connection is secure.

4. Click the OK button.

U-Tip: The OK button is not available till the server name is entered in the
Server: text box.

3. In the User ID: and Password: text boxes, enter the user name and password
information respectively. This name and password will be the windows
authentication log in name and password of the Process Expert.
4. From the Domain combo box, select the domain name or IP to which the Process
Expert is connecting.
5. Check the Use Windows Authentication check box to use the windows login
name and password.
6. Click the Log On button to log on to Ultimus Process Administrator, else click
the Cancel button.
The next time the Process Expert logs on to Ultimus Process Administrator, only the
password will be required to login. The rest of the log on information is retained from the
initial log on and only needs verification.
Once successfully logged on, the Ultimus Process Administrator’s main interface
appears, as shown below.

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ULTIMUS PROCESS ADMINISTRATOR

WINDOW

Ultimus Process Administrator has a simple-to-use, yet rich interface that are split into
following areas:

1. The Top Bar

The top bar can be accessed by clicking the Ultimus Process Administrator logo
( ) on the top left side of the user interface. The logo when is clicked, opens the
following global command buttons.

The following is a summary of the Top bar buttons and their functions:

Button Function Description

It is used to change Ultimus BPM Server settings. This
enables an Ultimus Process Administrator user to connect to
Reconnect to another Ultimus BPM Server which may have its own
Server processes without having to re-login to the Ultimus Process
Administrator environment. When this button is clicked, the
Login Form dialog box appears.
It is used to disable the windows authentication usage. This
Disable
option is available only if the Process Expert has selected the
Windows
Use Windows Authentication check box from the Login
Authentication
Form dialog box.
It is used to change the color scheme of the background of
Color Scheme the user interface. The background can be set as blue or
green.
It is used to display information about Ultimus Process
About
Administrator, such as its build and version number.

It is used to exit from the Ultimus Process Administrator

Exit
application.

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Ultimus Process Administrator

2. The Workspace

The Ultimus Process Administrator ribbon consists of eight tabs as given

below:
• The Processes tab: The Processes tab is used to deal with processes and
features associated to them.
• The Incidents tab: The Incidents tab is used to define and view incident
filters.
• The Tasks tab: The Tasks tab is used to deal with tasks and features
associated to them.
• The Task Queue tab: The Task Queue tab is used to deal with queue tasks.
• The Workload tab: The Workload tab is used to manage the workload.
• The Associates tab: The Associates tab is used to define associates.
• The Views tab: The Views tab is used to create and edit views.
• The Reports tab: The Reports tab is used to view, import and export
reports.
• The Help button: The Help button displays the Ultimus Process
Administrator online Help.

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 Ultimus Process Administrator

WORKING IN THE PROCESSES TAB

Ultimus Process Administrator is used to perform business process automation

administrative functions as an Ultimus application. Ultimus Process Administrator is
used by individuals responsible for the administration and maintenance of installed
processes and related infrastructure required for efficient business process management.
Installed processes are managed through the Processes tab in Ultimus Process
Administrator ribbon.
The Processes tab organizes lists of all published processes and their version numbers.
The Processes tab is used for handling all process administrative functions. Following is
the list of these functions:
• Uninstalling Ultimus processes.
• Monitoring workflow processes.
• Monitoring users’ workload and assign/unassign tasks.
• Assigning process-level access rights for security.
• Assigning Report level rights for security.
The following is a summary of the Process Tab and their functions:

Button Function Description

Refreshes the list of installed processes.
Refresh

Latest Displays a list of latest versions for all

Versions published processes.
All Versions Displays all versions for all published
processes.
Allows or not allows third-party applications to
use Web services with Ultimus Adaptive BPM
Enable/Disable Suite 8.2. Ultimus Adaptive BPM Suite 8.2 acts
as a Web service producer. This allows third-
Web Service
party applications to invoke Ultimus processes
and complete Ultimus steps through Web
services.
Enables or disables the selected process from
Enable/Disable
the list of installed processes.
Process

Uninstalls a process when it is no longer

Uninstall
required and has become obsolete.
Provides the facility of restricting certain users
Access Rights in the organization from accessing specific
installed Ultimus processes.

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Ultimus Process Administrator

Enabling and Disabling an Ultimus process

Under some situations, Ultimus processes may need to be temporarily disabled. If users
try to initiate new incidents of disabled processes, they are given a warning message.
Active incidents are not affected.

To disable an Ultimus process, follow these steps:

1. Select the Processes tab from the Ultimus Process Administrator ribbon.

2. Select the process from the list of published processes. The ( ) indicates that
the process is enabled.
3. Perform one of the following tasks:

• Right-click on the process, then select Disable Process.

• Select the Disable Process button ( ) from the Actions section.

To enable an Ultimus process, follow these steps:

1. Select the Processes tab from the Ultimus Process Administrator ribbon.

2. Select the process from the list of published processes. An icon ( ) indicates
that the process is disabled.
3. Perform one of the following tasks:
• Right-click on the process, then select Enable Process.

• Select the Enable Process button ( ) from the Actions section.

Uninstalling an Ultimus Process

Published processes can be uninstalled when they become obsolete and are no longer
required. Only processes that have no active incidents may be uninstalled. If a process
has active incidents, it means that it is still being used and, therefore, cannot be
uninstalled. An active process can be disabled such that no new incidents are generated
in anticipation to uninstalling it.
To uninstall a process, follow these steps:
1. Select the Processes tab from the Ultimus Process Administrator ribbon.

U-Tip: If a complete list of all versions for all published processes is required,
click the All Versions button ( ) from the Processes tab.

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2. Select the process that does not have any active incidents from the list of
published processes.
Perform one of the following:
• Right-click on the process, then select Uninstall.

• Select the Uninstall button ( ) from the Actions section.

3. A message appears, indicating that the process has been uninstalled. Click the
OK button.

U-Tip:
• When uninstalling a published process, all of the previous incidents are deleted
from Ultimus BPM Database. For a process with more than one version,
incidents of only the uninstalled version are deleted.
• When uninstalling the first process version of a published process (in other
words, process version one), all Ultimus Director Business rules and aliases
associated with this process will also be deleted from Ultimus BPM Database.
To save the process rule set, export the rule set to an RLE file.

Assigning process-level Access Rights

By assigning process-level access rights, a Workflow Manager can restrict which users
in the organization may access specific Ultimus processes. This promotes security to
protect published processes from being changed by unauthorized users.
To assign process-level access rights, follow these steps:
1. Select the Processes tab from the Ultimus Process Administrator ribbon.

2. Select the process from the list of published processes.

3. Select the published process on which the filter security is to be applied.

Perform one of the following:

• Right-click on the process, then select Access Rights.

• Select the Access Rights button ( ).

The Access rights dialog box appears, as shown below.

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Process access rights may be granted for the following:

• Full access: Users may be granted full access and ability to all incident level
and step level features like install/uninstall processes, enable/disable
processes, enable/disable Web services, create and publish reports, access
reports, maintain and design business rule sets in Ultimus Director.
• Incident Administration: Users may be granted rights to administer incident
level tasks like deletion and abortion of process, defining incident and step
filters, complete steps, find and replace variables value and view task data.
• Monitor Incidents: Users may be granted rights to monitor incident filters,
step filters and view task data.
• Business Rules: Users may be granted rights to define set of business rules
for the process incidents.
• Create/Publish Reports: Users may be granted rights to create and publish
reports in Ultimus Process Administrator.
• Access Reports: Users may be granted rights to access only the published
reports.
4. From the Owner: combo box, select the type and name of the owner, whether a
group, job function or a user is to be granted access to that process.

U-Tip: The selected owner should be granted some access rights to the process,
else the owner’s name will not appear in the list of users in the Access Rights
dialog box.
5. Select the Add button to add users who may have access to the process tasks of
the selected owner from the Organizations dialog box.
6. Check the check boxes to provide access rights as required.

7. Click the Save button to save the changes made. The changes are saved to the
database with the rights to the selected users as assigned.

U-Tip: When right-clicking a published process, if the Access Rights option is

not enabled, then the logged on process Administrator does not have access
rights to that specific published process.

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WORKING IN THE INCIDENTS TAB

The Incidents tab is used to define queries for the filter functions using SQL statements.
Any of the following variables can be used in the query: Process Name, Incident
Summary, Priority, Initiator, Start Time, and End Time. This offers considerable
flexibility for defining, naming, and saving queries to meet specific criteria.
Incident filters are used to filter against all incidents that pass through Ultimus BPM
Server. This offers a considerable amount of flexibility in viewing and maintaining
specific incident filters.

Incident and Task status Iconography

The following is a summary of the status of Incident or Task:

Icon Function Description

Represents that the incident has been aborted. Only
Aborted
the initiator of the incident may abort the incident.
Represents that the incident or task is currently
Active
active.
Assigned/conferred Represents that the task has been assigned or
conferred by another user.
Represents that the task has completed. Completed
Complete
tasks displayed from filter matches can be deleted
only if the incident the task is associated with has
completed.
Represents that the task has stalled (such as when a
Stalled Flobot has stalled or a computer hosting Ultimus
FloStation has gone down).
If Ultimus Director is licensed as part of the
Ultimus BPM environment, the Unruly icon
Unruly
represents that the incident has become unruly. An
unruly event occurs when there are no applicable
rules, event conditions, or links for a particular
condition for a step.
Represents that the task is urgent. If a task is not
Urgent completed within its extension time, the task’s
status changes from overdue to urgent.

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The Incidents Tab

The following is the list of options available under the Incidents tab (from left to right).

Button Function Description

Refreshes the filtered list of installed
Refresh processes.
It is used to select an incident filter for
Filter displaying a filtered list of installed
processes.

It is used to create a new filter. Filters can of

two types:
New • New Filter: it is used to define a new
basic incident filter.
• New Advanced Filter: it is used to
define an incident filter with provision
for selecting specific schema elements
with customized names as the column
names.
It is used to edit the properties of an already
Properties defined incident filter.
It is used to delete a selected incident filter
Delete from the Filter combo box.

Allows graphical monitoring of the status of

any process incident using the Incident
Status feature under the Incidents tab. This
Incident feature allows determining the state of the
Status process incident and determines which steps
have been completed and which are pending.
It is a great time saving feature because it
eliminates the need to manually track the
progress of the process incidents.

History Display the history of a selected process

Playback incident by playing the routing of the
incident similarly to a video player.

Find and It is used to change the value of a schema

Replace variable to allow a process incident to
continue.

Uninstalls a process when it is no longer

Abort required and has become obsolete. Once an
incident has been aborted, it cannot be re-
activated.

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Provides the facility of restricting certain

users in the organization from accessing
specific installed Ultimus processes. Ultimus
Delete Process Administrator allows deletion of
records of any completed or aborted
incidents from Ultimus BPM Database. If an
incident is deleted, it can no longer be used
in the statistics.

Creating a new Incident Filter

To create a new incident filter, follow these steps:
1. Select the Incidents tab from the Ultimus Process Administrator interface.

2. From the New list box, select the New Filter option. The Incident Filter
Configuration dialog box appears (as shown below).

3. In the Filter Name: text box, enter the name for the filter.

4. From the Process: combo box, select the name of the process.

U-Tip: Processes that appear in the Process: combo box are those which either
the process Administrator is an owner of or has been assigned access by the
process owner.
5. Enable the check box for selecting the incident number(s) of the selected process

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6. Modify the additional fields that will be used to filter the list of incidents as
needed.
• From the Initiator: combo box, select an initiator. It represents who is
assigned the Begin step of the selected process.
• In the Summary: text box, type the summary information. It represents any
text entered into a form within a step of any Ultimus process in regards to an
incident summary. The filter does not consider case sensitivity of text entered
in this text box.
• Type the beginning incident number to filter against in the Start Incident:
text box.
• Type the ending incident number to filter against in the End Incident: text
box.
7. To specify the range in time the filter is to monitor against (in calendar days),
activate the Start Date: and End Date: check boxes and use the combo box calendar
controls to select the date range.
U-Tip: Blank text boxes are ignored in the filter query. Only fields that
contain information are used in the search criteria.
8. The Incident Type group specifies the incident state the incident filter is to monitor.
Select an incident type(s) by clicking the check box(es) of the incident type to be
monitored. A brief description of each option in this group follows:
• Aborted: Selecting the Aborted check box represents the filter will monitor
which process incidents get aborted.
• Active: Selecting the Active check box represents the filter will monitor
which process incidents remain active.
• Complete: Selecting the Complete check box represents the filter will
monitor which process incidents are completed.
• Late: Selecting the Late check box represents the filter will monitor which
process incidents become late.
• Stalled: Selecting the Stalled check box represents the filter will monitor
which process incidents stall.
• All: Selecting the All check box represents the filter will monitor all
incidents.
9. Check the Show Unruly Incidents check box to show all unruly incidents of the
selected process.
10. Click the OK button.

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Creating a Advanced Incident Filter

To create a new advanced filter, follow these steps:

1. Select the Incidents tab.

2. From the New list box, select the New Advanced Filter option. The Advanced
Filter wizard starts (as shown below).

3. Select the processes to display from the Select Process tree. Click the Next >>
button. If no process is selected then by default, all processes are selected.
4. The Select Columns page of the Advanced Filter wizard appears (as shown
below).

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Specify which columns will be displayed in the results grid by selecting the
columns from the Schema list and click the Add>> button to add them to the
selected columns list. To remove a column from the selected columns list, click
the <<Remove button.

The order of the columns added to the selected columns list can be altered by
using the ( ) and ( ) buttons. The names of the columns can also be
changed. This can be done by selecting a specific column, then clicking the
Rename button ( ) from the toolbar.
5. Click the Next>> button. The Query Builder page of the Advanced Filter wizard
appears (as shown below).

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6. Select the New button ( ) from the dialog box toolbar to create a new filter row. A
blank row exists by default.
7. Click the browse button in the first column of the row. A list box appears showing
the list of all Business Process Schema. Select a variable and click the OK button.
The selected variable represents the left hand side of the conditional statement.
8. From the combo box in the second column, select a comparison operator.

9. Depending upon which variable is selected from the first column list box, the list box
in the third column gets populated with various options. Select an appropriate option
and this becomes the right hand side of the conditional statement.
10. To define another conditional statement, repeat steps 6 to 9. By default, the AND
operator is used between multiple conditional statements. To change it to OR, select
the AND operator and click the OR button ( ) from the dialog box toolbar and vice
versa.

11. To delete a particular row, select that row and click the Delete button ( ) from the
dialog box toolbar.
12. Click the Finish button to complete the wizard. The Filter Name dialog box appears
(as shown below).

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Ultimus Process Administrator

13. In the Filter Name: text box, enter the name for the filter created through the wizard.

14. Click the OK button to create a new advanced filter. Otherwise, click the Cancel
button. A new incident filter is thus created under the Incidents tab.

Monitoring Incident Status

Ultimus Process Administrator allows graphical monitoring of the status of any process
incident using the Incident Status feature under the Incidents tab. This feature allows
determining the state of the process incident and determines which steps have been
completed and which are pending. It is a great time saving feature because it eliminates
the need to manually track the progress of the process incidents.

The monitor function allows the following:

a. Check the current state of a process incident by viewing a color-coded process
map as well as the tabular view of the process incident.
b. View the names of the users at each step.
c. View the time a task was assigned to a user and the time it took to complete.
d. Reassign tasks to other users.

U-Tip: A Begin step cannot be assigned from the incident status view. It can
only be assigned from the Tasks tab.

e. View the values of the schema elements for the process incident as a diagnostics
tool.
f. Auto-complete a Flobot step.

U-Tip: Every workflow participant can also find the status of any incident in
which they or their subordinates participated from Ultimus Client or Ultimus
Thin Client.

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 Ultimus Process Administrator

Using the function to Monitor the Incident Status

The Incident Status function can be accessed by anyone using Ultimus Process
Administrator who has the relevant access rights. The Incident Status button when
clicked opens a new window under a new tab, the Actions tab (as shown below).

The Incident Status window displays a list of all active incidents, the process to which
they belong, the incident number, the incident summary, the name of the individual who
launched the incident, and the time the incident was launched. The contents of this list
are determined by the filter that was applied. Filters provide the functionality to query for
specific incident data, such as the process name, process owner, a range of dates between
which the process was run, or other data. The default filter displays all incident data.
The Actions tab graphically displays the process map of the selected incident along with
a tabular list of important information related to the incident. The steps in the process
map have small symbols showing the step status (as shown above).
The name of the user who performed the task can also be viewed by moving the cursor
on the step icon in the process map.

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Ultimus Process Administrator

All incident data elements are accessible and displayed at the bottom. System variables
are also accessible.
For all completed, active, and queued steps, information is displayed in the tabular form
under the Tabular View tab (as shown below) under the Actions tab.

The following information is available in columns:

• Client: The Client column displays the name of the user who was assigned the task.
• Step: The Step column displays the step’s label.
• StartTime: The StartTime column specifies the time the task was assigned to the
recipient.
• EndTime: The EndTime column specifies the time the task was completed.
• Status: The Status column specifies the status of the task.

Working with Incident filter Results

Incident filter results can be used in a number of ways to administer process incidents.
This includes the following administrative features:
• Activating a stalled step.
• Reassigning a User step.
• Finding and replacing a schema variables value in a process incident.
• Reassigning, submitting, and activating Flobot steps.
• Reassigning queue tasks
Each of these features utilizes the incident status view. To access the incident status
view for a process incident, perform one of the following:
• Right-click on the process incident in the results table, then select Incident Status.
• Double-click the process incident in the results table.

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The incident status view of a process incident is only available if a single incident filter
result is selected.

The process incident status view is composed of the following elements:

• The graphical view: An image of the workflow map dominates the process incident status view.
The workflow map view displays not only the process map, but also shows which users
have been assigned steps in the process incident.
Functionality within the incident status view is achieved through the workflow map by
right-clicking on steps in the process map. Functionality here depends on the type of step
that is right-clicked.
• The schema view: The schema view displays all the incident data variables along with
the local schema variables (of all the steps that have been activated) for the process
incident.
The schema view is only for information purposes. It offers no user functionality.
• The tabular view: The tabular view displays the status of each step that has been
activated in the process incident. It shows which user performed each step task, when the
step was activated and completed, and its current status.

Find and Replace

The Find and Replace button ( ) is used to change the value of a schema variable to
allow a process incident to continue.
At times, a process Administrator who is very familiar with a process map may want to
change the value of a global data schema variable to allow a process incident to continue.
For such instances the “find and replace” functionality in Ultimus Process Administrator
is useful.
Find and replace functionality cannot be used on system variables. Furthermore, this
function cannot be used on range values.

History Playback
The History Playback button ( ) is used graphically display the history of a selected
process incident by playing the routing of the incident similarly to a video player.

The following information is offered in playback:

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• While the incident is being played, a dotted line will appear to designate the forward
route of workflow in the process incident to date. Green dotted lines designate the
route of workflow between steps. Red dotted lines designate when routing decisions
caused the workflow to be returned to a previous step. Furthermore, as each step is
played back, a green box highlights the step for which Ultimus Process
Administrator is displaying incident information.

• The date and time when each step status occurs is displayed. For example, history
playback displays when a step is activated or completed.

• From the Rule Evaluation Results pane, Ultimus Process Administrator displays
how any business rules designed for a step during routing playback were evaluated.

• If routing occurs to a step which has an unresolved step recipient (due to no step
links or business rule logic), Ultimus Process Administrator displays the step
recipient as SYSTEMUSER.

The History Playback window offers the following functionality:

• Use the Zoom combo box to increase or decrease the size of the process map.

• Use the BPMN Compliant button ( ) to view the process map when in Ultimus
Standard view. Likewise, use the Ultimus Standard button ( ) to view the
process map when in BPMN Compliant view.

• Use the Play button ( ) to begin or resume the history playback.

• Use the Stop button ( ) to stop the history playback.

• Use the Previous button ( ) to view the previous step’s historical information
after playback. The Previous button is not enabled if the previous step in the
process incident is the Begin step.

• Use the History button ( ) to view step status information for a specific step in
the history of the process incident. Select the arrow beneath the History button,
then select the step to view step status information. Once selected, a green box
highlights the selected step. Furthermore, any business rules designed for the step
evaluated during routing are displayed in the Rule Evaluation Results pane.

• Use the Next button ( ) to view the next step’s historical information after
playback. The Next button is not enabled if the next step in the process incident is
the End step.

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 Ultimus Process Administrator

WORKING IN THE TASKS TAB

Step filters are used to filter against all steps that pass through Ultimus BPM Server. This
offers a considerable amount of flexibility in viewing and maintaining specific steps in
Ultimus processes.

Task Status Iconography

Icon Function Description

Represents that the incident has been aborted. Only
Aborted the initiator of the incident or the supervisor of the
initiator may abort the incident.
Represents that the incident or task is currently
Active
active.
Represents that the task has been assigned or
Assigned/conferred conferred by another user.
Represents that the task has completed. Completed
Complete
tasks displayed from filter matches can be deleted
only if the incident the task is associated with has
completed.
Completed Incident Represents that the task incident has completed.

Represents the task is overdue. If a task has not

Overdue been completed within its completion time, the
task’s status changes from active to overdue.
Returned Represents that the task has been returned.

Represents that the task has failed (such as when a

Failed Flobot step fails to get completed or a computer
hosting Ultimus FloStation goes down).
Represents that the task is urgent. If a task is not
Urgent completed within its extension time, the task’s
status changes from overdue to urgent.

Ultimus Adaptive BPM Suite 8, Copyright © 2008 Ultimus, Inc. All rights reserved. 10-25
Ultimus Process Administrator

The Tasks Tab

The following is the list of options available under the Tasks tab (from left to right).

Button Function Description

It refreshes the filtered list of installed
Refresh
processes.
It is used to select a step filter for
Filter displaying a filtered list of steps of the
installed processes.
It is used to create a new filter. Filters
can of two types:
New • New Filter: it is used to define a new
basic step filter.
• New Advanced Filter: it is used to
define a step filter with provision for
selecting specific schema elements
with customized names as the
column names.
It is used to edit the properties of an
Properties
already defined task filter.
It is used to delete a selected task filter
Delete
from the Filter combo box.
Allows graphical monitoring of the status
of any process incident using the
Incident Incident Status feature under the tasks
tab. This feature allows determining the
Status
state of the process incident and
determines which steps have been
completed and which are pending.

History Display the history of a selected process

Playback incident by playing the routing of the
incident similarly to a video player.
It is used to change the value of a schema
Find and
variable to allow a process incident to
Replace continue.
It is used to activate a delayed User step
Activate or a failed Flobot step.

It allows making changes in a failed

Edit and Flobot step prior to activating it.
Activate

It allows completing a task for a User

Auto
step before the step recipient completes
Complete the step. This is useful in cases when the

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 Ultimus Process Administrator

process incident must advance quickly to

an upcoming step.
It is used to edit a step by changing its
schema variable(s) value(s), then
Edit and completing it. This allows the process
Complete incident to continue using the altered
schema variables to affect Ultimus
engine workflow
Is used to reassign a User step to a
Reassign different process participant. This is
useful when the original assignee of the
step task cannot perform that task.

Working with step filter results

Step filter results can be used in a number of ways to administer tasks. This includes the
following administrative features:
• Activating, completing, and reassigning Flobot steps
• Completing User steps
• Finding and replacing schema variable value for a particular step in a process
incident
• Monitoring step status
• Reassigning the recipient of a User step

Creating a New Task Filter

To create a new task filter, follow these steps:
1. Select the Tasks tab from the Ultimus Process Administrator.
2. From the New list box select the New Filter option. The Task Filter
Configuration dialog box appears (as shown below).

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Ultimus Process Administrator

3. In the Filter Name: text box, enter the name for the filter.
4. From the Process: combo box, select which process will be used in the step filter.
5. Once a process has been selected from the Process: combo box, all published
versions of that process will display in the top list box of the process version group.
6. Select any process versions to be used in the step filter. To do so, enable the check
box beside the process version. Use the Select All button to select all versions of
the process. Use the Unselect All button to deselect all versions of the process.
7. Once process versions have been selected, click the Load Steps button to view the
steps in that process version. The steps for that process version will appear in the
list box with the Steps: column label. If more than one process version is selected,
only steps common to all selected process versions will display in the list box with
the Steps: column label.
8. Select the steps that will be used in the step filter. To do so, enable the check box
beside the step that is to be included in the step filter. Use the Select All button to
select all steps of the process. Use the Unselect All button to deselect all steps of
the process.
9. The Recipient: text box represents the step recipient. Multiple recipients may be
entered in this text box. Use the Add button next to the Recipient list box to browse
for the recipient.

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 Ultimus Process Administrator

Once the Add button is selected, the Organizations dialog box appears.
10. Select the Remove button to remove an already added recipient (if required) from
the list.
11. In the Summary: text box, enter the required information. The Summary: text box
represents any text entered into a step summary. The step filter does not consider
text case sensitivity in this text box.
12. Enable the check boxes beside the From: and To: calendar controls in the Due
Date section to specify the time limit (in calendar days) that the step filter is to
check against.
Use the calendar controls to select beginning and ending dates, respectively.

U-Tip: Blank text boxes are ignored in the filter query. Fields that contain
information are used in the search criteria.

13. From the Task Type section, specify the task types that the step filter is to monitor.
Select the task type(s) by enabling the check box(es) of the task type(s) to be
monitored.
14. Click the OK button. The newly created filter is now available for monitoring,
report creation, and other functions. All tasks that match the filter criteria are
displayed in the results grid.

Activate
To activate a delayed User step or a failed Flobot step, follow these steps:

1. Select the Tasks tab from the Ultimus Process Administrator interface.
2. From the Filter combo box, select a task filter from the list of defined filters.
3. Select a process incident (not completed) from the list of incidents appearing in
the results table against the selected task filter.
4. Perform one of the following:
• Click the Activate button.
• Right-click the process incident and select the Activate option.
5. A message appears to confirm the activation of the step. Select the OK button.
The step becomes active. The Ultimus FloStation currently assigned to perform
the task in case of the Flobot step, attempts to perform that task.

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Ultimus Process Administrator

Edit and Activate

To edit a Flobot step’s local schema variables, and then complete the Flobot step, follow
these steps:
1. Select the Tasks tab from the Ultimus Process Administrator interface.

2. From the Filter combo box, select a task filter from the list of defined filters.

3. Select a process incident from the list of incidents appearing in the results
table against the selected task filter.
4. Perform one of the following:

• Click the Edit and Activate button.

• Right-click the process incident and select the Edit and Activate
option.
5. The schema variable for the Flobot step appears. Edit the value(s) for the
local schema variable(s) of the Flobot step.
6. Click the Auto Complete button. The Flobot step will now complete. The
status of the Flobot changes to Complete, but the actual Flobot task has not
been done. This function allows the workflow for the process incident to
continue

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 Ultimus Process Administrator

WORKING IN THE TASKS QUEUE TAB

A new feature, Task Queue is introduced in Ultimus Process Administrator 8.2 for
viewing the list of tasks from the TASKQUEUE table which have failed to be submitted
by the Ultimus engine after six retries. Previously, it was not possible to view tasks
which were not submitted by the Ultimus engine.
The Task Queue tab provides the process Administrator a platform from where these
tasks can be viewed and appropriate actions can be performed.
U-Tip: Only users with process administration rights may have access to the
information shown in the Task Queue tab.

The Tasks Queue Tab

The following is the list of options available under the Tasks Queue tab (from left to
right).

Button Function Description

Refreshes the list of tasks marked as failed in the
Refresh TASKQUEUE table.
It is used to check the incident status of a selected
Incident Status task which has failed to be submitted.

It is used to re-set the submit count to zero so that

Retry Submit the Ultimus engine may attempt to pick up the
task again.

Incident Status
The Incident Status button is used to check the incident status of a selected task which
has failed to be submitted.

To check the incident status of a failed task from the list, follow these steps:
1. Select the Task Queue tab from the Ultimus Process Administrator interface.

2. Select a task from the list of failed tasks appearing in the results table.

3. Perform one of the following:

• Click the Incident Status button from the Ultimus Process Administrator
ribbon.
• Right-click the process incident and select the Incident Status option.

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Ultimus Process Administrator

4. The Incident Status view appears under the Actions tab. Modify the step
properties as required to continue the workflow by trying to submit it.

Retry Submit
The Retry Submit button is used to re-set the submit count to zero so that the Ultimus
engine may attempt to pick up the task again.
To retry submitting a failed task from the list, follow these steps:
1. Select the Task Queue tab from the Ultimus Process Administrator interface.
2. Select a task from the list of failed tasks appearing in the results table.
3. Perform one of the following:
• Click the Retry Submit button.
• Right-click the process incident and select the Retry Submit option.
The selected task’s counter is set back to zero and the Ultimus engine will try to re
submit the task.
Following columns (as shown above) are available in the Task Queue table:
• TaskID: The TaskID column displays the task ID of the failed task.
• Process: The Process column displays the process name for the failed task.
• Incident: The Incident column displays the incident number of the failed task.

• Step: The Step column displays the step name at which the task failed.
• User: The User column displays the name of the owner/recipient of the failed task.

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 Ultimus Process Administrator

WORKING IN THE WORKLOAD TAB

The workload function is designed for handling exceptions which are common in every
organization. It is possible for the process Administrator to view each client’s workload
and reassign tasks to others if required.
The Workload tab allows the process Administrator to view all active tasks, tasks
assigned to others, and future tasks for a selected user. The process Administrator can
also view tasks for the SYSTEMUSER. The SYSTEMUSER is assigned any tasks with an
invalid recipient. This occurs when Ultimus BPM Server cannot find users for a specific
step. The process Administrator can reassign these tasks so that the workflow may
continue.

The Workload tab allows the process Administrator to perform the following
function on an ad hoc basis:
• Determine the workload for any client user to check how many active tasks are in
that user’s Inbox view.
• Determine which processes and steps in which a client user can potentially
participate in the future.
• Assign a currently active task from one client user to another.
• Assign future tasks of a client user to another.

Thus, the Workload tab allows the process Administrator to handle situations such
as the following:
• An employee is not available to do a time-critical task due to an emergency. The
process Administrator can assign the task or tasks to someone else.
• If an employee is overloaded with work, and some of his tasks may be given to
another employee.
• An employee changes job responsibilities. Some of his tasks must now be done by
another employee.
The following is the list of options available under the Workload tab (from left to
right).

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Ultimus Process Administrator

Button Function Description

It refreshes the list of tasks for the
Refresh
currently selected user.
Select User It allows selecting users whose
workload is to be determined.
Active Tasks It displays the list of active tasks
for the currently selected user and
allows assigning these tasks to
other users.
It displays the list of tasks
Assigned assigned by the currently selected
Tasks user.
Depending upon the workload,
the assigned tasks may be re-
assigned to other users.
Assign It allows assigning a selected user
as the new task(s) owner.
Undo It option undo the check out of
Checkout the selected checked out process.
Take Back It allows taking the assigned
Task task(s) back from the other
user(s).
It allows assigning the future
tasks for the currently selected
user to other users. It lists all yet-
Forwarded to-be activated steps in all
Tasks published processes for the
selected user. This list displays
specific steps which can be
reassigned to another individual.
The result of making a future task
step assignment is that when the
specified step is activated for the
specified user, the task will
automatically be reassigned to the
new user.
New It creates a new future
assignment.
Delete It deletes the currently selected
future assignments.
Save It saves the configured future
assignment(s).

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 Ultimus Process Administrator

Assigned Tasks
The Assigned Tasks button displays the list of tasks assigned by the currently selected
user.
Depending upon the workload, the assigned tasks may be re-assigned to other users.
To view or take back the assigned tasks list for a user, follow these steps:
1. Select the Workload tab from the Ultimus Process Administrator interface.
2. Click the Assigned Tasks button. The list of assigned tasks for the selected
user appears in the results table.
The task list can be sorted by clicking the required column header.

Forwarded Tasks
The Forwarded Tasks button allows assigning the future tasks for the currently selected
user to other users. It lists all yet-to-be activated steps in all published processes for the
selected user. This list displays specific steps which can be reassigned to another
individual. The result of making a future task step assignment is that when the specified
step is activated for the specified user, the task will automatically be reassigned to the
new user.
To forward future tasks to other users, follow these steps:
1. Select the Workload tab from the Ultimus Process Administrator interface.

2. Click the Forwarded Tasks button from the Ultimus Process Administrator
ribbon.

Assign
The Assign button allows assigning a selected user as the new task(s) owner.
To assign a user as a new task owner, follow these steps:
1. Select the Workload tab from the Ultimus Process Administrator interface.

2. Click the Active Tasks button from the Ultimus Process Administrator
ribbon. A list of all active tasks for the currently selected user appears in the
results table and the options in the Actions section of the Ultimus Process
Administrator ribbon changes (as shown below).

Take Back Task

The Take Back Task button allows taking the assigned task(s) back from the other
user(s).

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Ultimus Process Administrator

To view or take back the assigned tasks list for a user, follow these steps:
1. Select the Workload tab from the Ultimus Process Administrator interface.

2. Click the Assigned Tasks button from the Ultimus Process Administrator ribbon.
A list of all assigned tasks by the currently selected user appears in the results
table and the options in the Actions section of the Ultimus Process Administrator
ribbon changes.
3. From the list of assigned tasks, select a task to take back. To select multiple
tasks, press CTRL and then click on the tasks.
4. Perform one of the following:

• Right-click on the selected process and select the Take Back Task option.
• Select the Take Back Task button from the Ultimus Process Administrator
ribbon, Actions section.
The selected task(s) is assigned back to the user who assigned it to the other user.

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 Ultimus Process Administrator

WORKING IN THE ASSOCIATES TAB

Ultimus Process Administrator provides sophisticated means to access, add and edit the
associates of a particular process participant under the Associates tab. This section
outlines how to define the associates for a particular user.
Associates are those user(s) who are chosen from business charts in Ultimus Process
Administrator or
Ultimus Client. Associates may be assigned a particular task, all the current tasks or
future tasks.

The following is the list of options available under the Associates tab (from left to
right).

Button Function Description

It refreshes the list of user names whose associates
Refresh are defined.
It allows adding users whose associates are to be
Add User
defined.
Associates It allows creating associates of a selected user.
Delete It allows deleting a user name from the list.

Associates
The Associates button allows creating associates of a selected user.

To define associates, follow these steps:

1. Select the Associates tab from the Ultimus Process Administrator user interface.

2. Select a user name from the list of users whose associates are to be created, in the
results table. If no user is added, then add a user whose associates are to be
defined.

U-Tip: If no users are defined, then Associates button will not be active.
3. Select the Associates button from the General section in the Ultimus Process
Administrator ribbon. The Associates dialog box appears (as shown below).

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Ultimus Process Administrator

4. Click the Add button. The Organizations dialog box appears.

5. The user is added to the associates list. Select the Save button to save the
changes. Otherwise, select the Cancel button.

To delete an associate, follow these steps:

1. Select the Associates tab from the Ultimus Process Administrator user interface.
2. From the results table, select a user name whose associates are to be deleted.
3. Select the Associates button from the General section in the Ultimus Process
Administrator ribbon.
4. Select the name of the associate (to be removed) from the list and click the
Remove button.

Delete
To delete a user, follow these steps:
1. Select the Associates tab from the Ultimus Process Administrator user interface.

2. Select a user name from the list of users in the results table to be deleted.

3. Select the Delete button from the General section in the Ultimus Process
Administrator ribbon. A dialog box appears asking for confirmation before
deleting the user name from the list.
4. Click the Yes button to confirm deletion, else click the No button. The selected
user is deleted from the list. Any associates defined for that user are also deleted.

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 Ultimus Process Administrator

WORKING IN THE VIEWS TAB

Ultimus Process Administrator provides sophisticated means to access and configure

views and manage the workflow. Under this tab, customized client views can be created
to monitor own tasks, as well as those of the subordinates.
Generally, views are defined by each user in Ultimus clients. This is the method by
which Ultimus Clients displays tasks in the task lists. However, the process
Administrator can also define pre-set or default views for individual Ultimus clients and
groups.
Customized client views can be created to view one’s own tasks and those of the
subordinates. Custom views can filter tasks based on specific criteria, such as status,
process name, due date, and others. Views can also be defined for groups. When setting
the views for a group, the process Administrator can choose whether or not the group
views will override existing individual views for members of that group.

The following is the list of options available under the View tab.

Button Function Description

It refreshes the list of users/groups names whose
Refresh views are to be created.
It allows adding users or groups to a list.
Add
Customized views are then created for the users
User/Group or groups added here.
Views It allows creating views for the selected
user/group from the list appearing in the results
table.
Delete It allows deleting a user/group from the list of
users/groups from the list in the results table.

Add User/Group
The Add User/Group button allows adding users or groups to a list. Customized views
are then created for the users or groups added here.

To add users/groups, follow these steps:

1. Select the Views tab from the Ultimus Process Administrator user interface.

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Ultimus Process Administrator

2. Select the Add User/Group button from the General section. The Organizations
dialog box appears. The Views dialog box appears

3. Click the Save button. The user is added in the list with at least one view defined for
him/her.

Views

The Views button allows creating views for the selected user/group from the list
appearing in the results table.

To define/edit views, follow these steps:

1. Select the Views tab from the Ultimus Process Administrator user interface.
2. Select a user name from the list of users whose views are to be created. If no user is
added, then add a user first.

U-Tip: If no users/groups are defined, then Views button will not be active.
3. Select the Views button from the General section in the Ultimus Process
Administrator ribbon. The Views dialog box appears (as shown below).

4. The default views are already added in the views list. To add another view, click the
Add list box to select the language in which the view will be created and to start the
wizard. The New View - General dialog box appears (as shown below).

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 Ultimus Process Administrator

5. In the Title: text box, enter the name of the view. This name/title appears in the list
of available views.
U-Tip: It is mandatory to give a title to the view being created. Two views
cannot be given the same title.

6. Click the browse button beside the User: field to add subordinates. The Select User
dialog box appears, as shown below.

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Ultimus Process Administrator

The Subordinates list box displays all Organization Chart users. The Users list box
displays users whose tasks are included in the custom view. Custom views can be
made of one’s own tasks and those of subordinates.
7. Select the users, including yourself, whose tasks are to appear in the new view. Use
the Add button to include a selected user from the Subordinates list box to the
Users list box.
Use the Remove button to remove a selected user from the Users list box. Use the
Remove All button to remove all users from the Users list box.
8. Select Search button to search for a specific user. Enter the search criteria in the
Criteria edit box and click the Find button. Select the user from the Search Results
list and click the Add button to include a selected user to the list.
9. Click the OK button.

10. From the Toolbar buttons: group, enable the check box(es) for those options which
are to appear in the tasklist toolbar for the view.

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 Ultimus Process Administrator

The following options are available:

Button Function Description

This button is used for opening the form of the

Open Task selected process in edit mode.

This button is used for opening the form of the

View Task
selected process in read-only mode.
Select the Delete Task check box to add a Delete
Delete Task
Task button in the tasklist toolbar. This button is
used to delete the selected task.
This button is used to renounce a task.
Disown Task

This list box gives option between assigning all

Assign Task tasks to another user or assigning selected tasks to
another user.
This button is used to retrieve tasks assigned to
Take Back Task
another user.
This button is used to view the current status of a
Incident Status
selected process incident in graphical as well as the
tabular format.
This button is used to view the incident memo of
Show Incident
the selected process incident.
Memo

This button is used to abort the selected process

Abort Incident
incident.
Incidents can be aborted only by the process
initiator or by the supervisor of the process
initiator.
This button is used to send the selected queue tasks
Send Back to
(previously retrieved from the queue) back to the
Queue queue list.
This list box is used to select whether to retrieve the
Get Next Queue next task in the queue (if any exist for the logged
Task on user) or select a specific task from the queue.

A custom action is a button which opens the default

Custom Actions
Web browser and goes to a specific URL. These
custom actions appears as a drop-down list in the
Tasks toolbar

To define custom actions, select the Custom Actions button. The Custom Actions
dialog box appears (shown below) where these actions can be defined. In the Title: text
box, specify the label of the Custom Actions button as it will display in the Tasks
toolbar.

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Ultimus Process Administrator

Select the New button, and then specify the following information for each action by
double-clicking within the row of the corresponding column:

• Title: The Title field represents the action’s name as it will be displayed from the
Custom Actions button.
• URL: The URL field represents which URL opens in a Web browser when the
custom action is selected.
• Image: The Image field represents a custom image displayed beside the action’s
name in the Tasks toolbar. Any BMP or JPG file (of any size) may be used as
this graphic.
• To delete a custom action, select the action, and then click the Delete button.
Enable the Complex View check box to create a complex view.

11. Click the Next>> button.

12. The Select Processes page of the wizard appears (as shown below). Select the
processes to display from the Select Processes tree. Alternatively, select the Enter
process combo box to enter a process name in the text box. Click the Next>> button.
If no process is selected then by default, all processes are selected.

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 Ultimus Process Administrator

13. The Select Contents page appears (as shown below).

From the Task drop down list, select the type of tasks to be shown in the task list of the
custom view. The following options are available:

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Ultimus Process Administrator

a. Status: Selecting the Status option specifies that tasks of a particular status type(s)
(of the selected process) will be displayed in the tasklist of the new view.
If Status is selected from the drop down list, a group of check boxes is enabled.
Enable the check boxes to select the status of tasks which are to appear in the
tasklist for the view.

Below is a description of each option in the check boxes group:

• Current: Enabling the Current option specifies that current tasks for
the logged on user will be displayed in the custom view.
• Overdue: Enabling the Overdue option specifies that tasks for the
logged on user that have become overdue will be displayed in the
custom view.
• Completed Incidents: Enabling Completed Incidents option
specifies that the completed incidents for the logged in user will be
displayed in the custom view.
• Urgent: Enabling the Urgent option specifies that tasks for the logged
on user that have become urgent will be displayed in the custom view.
• Completed: Enabling the Completed option specifies that tasks for
the logged on user that have been completed will be displayed in the
custom view.
U-Tip: To select all status tasks, select the Status option from the Task
drop down list.

b. To Initiate: Selecting the To Initiate option specifies that only Begin step tasks (of
the selected process) will be displayed in the tasklist of the new view.
c. In Queue: Selecting the In Queue option specifies that only the Queue tasks (of the
selected process) will be displayed in the tasklist of the new view.
d. Assigned: Selecting the Assigned option specifies that only the tasks (of the selected
process) assigned to associates will be displayed in the tasklist of the new view.
e. From the Step: combo box, specify which step in the business process is to be used
in the custom view. Only steps within the business processes selected previously will
be displayed.
f. Enter the Incident number range, minimum in the Incident: text box and maximum
in the To: text box.
g. From the Priority: and To: text boxes, specify which process incidents (based on
their priority) the custom view will display. This is based on a value ranging from 1
to 9. Process incidents set with a 1 priority are of highest priority; process incidents

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 Ultimus Process Administrator

set with a 9 priority are of the lowest priority. For a single priority (such as 1) enter
the same number in both text boxes.
h. In the Summary: text box, specify a summary that is to be used as a filter for the
custom view.
i. From the Due time: combo box, select the criteria for defining the due date. Based
on the option selected from the Due time: combo box, a particular date or a range of
dates can be specified.
14. Click the Next button. The Select Columns page of the wizard appears (as shown
below).

15. Specify which columns will be displayed in the task list of the view by selecting the
columns from the Schema list and click the Add>> button to add them to the
selected columns list.
To remove a column from the selected columns list, click the Remove<< button.
Click the Auto Create button to select a default set of columns.
16. The names of the columns can also be changed. This can be done by selecting a
specific column, then clicking the Rename button from the toolbar. If a simple view
is being created, click the Finish button to save the changes made. Otherwise, click
the Cancel button.

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Ultimus Process Administrator

U-Tip: To include the incident data of a process as the column headers in

the custom view, enable the Complex view check box.

17. The Views dialog box re appears. Enable the Can Configure Views check box to
grant user(s) rights to configure their views in Ultimus clients.
18. Select the Restore Default Views button to restore the default views.

19. Select the Close button to close the Views dialog box and save the changed.

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 Ultimus Process Administrator

WORKING IN THE REPORTS TAB

Using the features available under the Reports tab, the process Administrator can assign
rights for each added user against the published reports. These rights include editing and
viewing the reports.

The following is the list of options available under the View tab.

Button Function Description

It refreshes the list of reports.
Refresh
It allows importing reports in the reports list.
Import
It allows exporting reports from the reports list to a local or a
Export network path.
It allows defining reports based access rights to the users.
Access
Rights

Import
To import a report, follow these steps:
1. Select the Reports tab from the Ultimus Process Administrator interface.
2. Select a report from the list of reports in the results table.
3. Click the Import button. The windows standard Open dialog box appears.
4. In the File name: text box, enter the path of the (*.RDL) file or browse using the
browse button.
5. Click the Open button. The report is added to the list of reports in the results table.

Export

To export a report, follow these steps:

1. Select the Reports tab from the Ultimus Process Administrator interface.
2. Select a report from the list of reports in the results table.
3. Click the Export button. The windows standard Save As dialog box appears.

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Ultimus Process Administrator

4. From the Save In: combo box, select the location where to export the selected
(*.RDL) file.
5. In the File name: text box, enter the name for the (*.RDL) file. The file will be saved
with the name given in this text box.
6. Click the Save button. The report is saved at the specified location.

Access Rights

The Access Rights button allows defining reports based access rights to the users.
To assign access rights on the reports, follow these steps:

1. Select the Reports tab from the Ultimus Process Administrator interface.
2. Select a report from the list of reports in the results table.
3. Select the Access Rights button. The Access rights dialog box appears (as shown
below).

4. Click the Add button to add users for granting access to the selected report. The
Organizations dialog box appears. For information on how to add users, refer to
The User Search and Browse dialog box section.
5. Click the Delete button to remove a user from the list of users who are granted
access rights.
6. Click the Edit check box if editing rights are to be granted to the selected user.
7. Enable the View check box if only viewing rights are to be granted to the selected
user.
8. Click the Save button to save these changes or select the Cancel button to discard
all changes

10-50 Ultimus Adaptive BPM Suite 8, Copyright © 2008 Ultimus, Inc. All rights reserved
 Ultimus Process Administrator

ULTIMUS U-TIPS SUMMARY

1. The OK button is not available till the server name is entered in the Server: text
box.
2. If a complete list of all versions for all published processes is required, click the
All Versions button ( ) from the Processes tab.

3. When uninstalling a published process, all of the previous incidents are deleted
from Ultimus BPM Database. For a process with more than one version,
incidents of only the uninstalled version are deleted.

4. When uninstalling the first process version of a published process (in other
words, process version one), all Ultimus Director Business rules and aliases
associated with this process will also be deleted from Ultimus BPM Database. To
save the process rule set, export the rule set to an RLE file.

5. The selected owner should be granted some access rights to the process, else the
owner’s name will not appear in the list of users in the Access Rights dialog box.

6. When right-clicking a published process, if the Access Rights option is not

enabled, then the logged on process Administrator does not have access rights to
that specific published process.

7. Processes that appear in the Process: combo box are those which either the
process Administrator is an owner of or has been assigned access by the process
owner.

8. Blank text boxes are ignored in the filter query. Only fields that contain
information are used in the search criteria.

9. A Begin step cannot be assigned from the incident status view. It can only be
assigned from the Tasks tab.

10. Every workflow participant can also find the status of any incident in which they
or their subordinates participated from Ultimus Client or Ultimus Thin Client.

11. Blank text boxes are ignored in the filter query. Fields that contain information
are used in the search criteria.

12. Only users with process administration rights may have access to the information
shown in the Task Queue tab.

13. If no users are defined, then Associates button will not be active.

14. If no users/groups are defined, then Views button will not be active.

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Ultimus Process Administrator

15. It is mandatory to give a title to the view being created. Two views cannot be
given the same title.

16. To select all status tasks, select the Status option from the Task drop down list.

17. To include the incident data of a process as the column headers in the custom
view, enable the Complex view check box.

10-52 Ultimus Adaptive BPM Suite 8, Copyright © 2008 Ultimus, Inc. All rights reserved