Contents

1. Managing Process 2
1.1. Managing Process Folders 3
1.2. Creating Process 4
1.2.1. Select Template 4
1.2.2. Define Columns 7
1.2.3. Form Design 12
1.2.4. Assign 17
1.2.5. Audit 18
1.2.6. Work Flow 19
1.2.7. Creating Process Work Flow 22
1.3. Managing Process 41
1.3.1. Modifying a Process 43
1.3.2. Using Save As 52
1.3.3. Moving a Process 53
1.3.4. Deleting a process 54
1.3.5. Uploading Desktop Icon 54
1.3.6. Generating a Link 54
1.3.7. Managing Server Settings 54
1.4. Managing Permissions 55
1.5. Exporting/Importing Process 58
1.5.1. Managing External Export/Import 58
1.5.2. Updating a Process 61
1.6. Managing Cache Metadata 62
1.7. Managing Delegation 63
1.8. Managing Super User 65
1.9. Managing Email Verification 67
1.10. Managing Email Users 68
1. Managing Process
The Process feature allows you automate the Business Process workflow of the Tenants. It involves the
creation and management of Data Entry forms. The Data Entry forms are based on existing Data Models
and the forms are used to enter data into the Data Models.
The Process page displays when you login to the Kezava Application as Author user, in the case Login To
Context is set as Business Process Automation.
In case the Process page does not display upon Login, Click Process tab at the top of the page to access
the Process page.

The Process page has the following tabs,

● Process Folders

● Create Process

● Manage Process

● Permissions

● Publish Manual Process

● Export/Import

● Cache Metadata
 ● Delegation

● Super User

● Email Verification

● Manage Email Users

1.1. Managing Process Folders

Process Folders feature displays the list of all the processes created.
a) Click Process Folders on the Process page, the Process Folders page displays.

b) Use the View Process search box to search for and display the required process.

c) Enter the name of the process in the search box and click icon to display the process.
 d) Click a process to view the process details.

1.2. Creating Process

1.2.1. Select Template

Using this feature you can select the template for your BPA.

a) Click Create Process and Select Template page displays where you can make your template.
b) Select the folder in which you want to save the process.
a) Select the process type from Regular and Read Only by clicking the drop-down menu.
b) Select the connection type by clicking the drop-down menu. Once the connection name is
selected, the data models in that connection are displayed in the Data model options.
c) Select the Data model by clicking the drop-down menu.
d) Select the Data models To Refresh. Click the drop-down menu to pop up a list of data models
and check in the box to select the data model that you want to refresh and click Ok.
e) Select Yes or No for Wait for other DM's to Synch.
f) Enter Output Table Name in the empty field adjacent to it.to save the record to a different
table.
g) Select the Summary Report by clicking the dropdown menu to view the overall report.
h) Select the Summary Report with Permission by clicking the drop-down menu to make the user
view only with permissions
i) Select the Detail Report by clicking the drop-down menu
j) Enter the process name in the Process Name field.

k) Enter the process title in the Process Title field. Click the to pop up text format options. Use
the format options; Font, Size, Style, and Color.
l) Describe your process by entering the text in the Process Description field.
m) Select one option from New Entry and List Page for Startup Page to set how to launch the page
n) Select Yes or No for Is Mobile Enabled to make the process use through the mobile app.
o) Enter the number of records to cache at a time in the field adjacent to the Number of records to
be cached.
p) Select Yes or No for Enable User Comments to make a comment box available for the user
q) Select Yes or No for Enable Attachments to allow or prevent users to attach documents along
with the record.
r) Enter the time duration to refresh the grid, in the Grid Refresh interval field. It takes only
minutes. If you leave this field empty the duration is set to 5 minutes by default.
s) Select Yes or No for Email as HTML. If you select Yes, the users get all the features of HTML
namely Images and tables. If you select No, only the text will be emailed.
t) Select Yes or No for Read MailSender From Template to make the mail sender take the from
the template or not.
u) Select Yes or No for Enable Delete Attachments. If you select Yes, it creates a delete button to
remove attachments. If you select No, the user cannot delete it once the attachment is made.
v) Select Yes or No for Show Task Summary to view the task summary icon.
w) Select Yes or No for Allow Grid Edit to view the grid edit option.
x) Select Yes or No for Enable User Table Mapping to activate or deactivate the user table
mapping.

y) Select Yes or No for IS Email Enabled to activate e-mail notification for the process.

z) Select Yes or No for Is SMS Notification Enabled to activate SMS notification.

aa) Select Yes or No for Is External Server. It is only applicable to the workflow process.
bb) Select Yes or No for Show Submit User to make the Submit User option available.
cc) Fill in the text field for Redirection URL On Save.
dd) Click Next to go to Define Columns.
1.2.2. Define Columns
Define columns is the page where you select, set, and format the required columns for the process from
the data model.

1.2.2.1. Select columns

a) Select Columns is selected by default

b) The Individual fields of the selected data model are listed in the Available Columns

c) Select all the required columns from the Available columns and click to appear in the
Selected Columns section.
d) Each of the columns has options like Columns Type, Mandatory, Visibility, and Action.
e) Select the data entry type for each column by clicking the Data Entry drop-down menu under
column type.
f) Clicking the drop-down menu brings up the following list of data entry types.
g) Submitted By – This decides whether the process is workflow or non-workflow.
h) Computation – Compute two columns using mathematical operations
i) Date – Date picker will be displayed.
j) Data Entry – Typing in the data
k) Lookup – It is a non-editable data entry field that brings up the value based on a primary field.
l) Lookup Pick List – It is a non-editable data entry field that brings up the value based on a
primary field but with a dropdown menu.
m) Lookup Pick List Button – This creates a button for lookup pick list
n) Multi-Line Data Entry – It allows the user to enter multiple lines in the text box
o) Multi-Select Picklist – This allows the user to check the multiple items from the list.
p) Multi-Select Lookup Picklist – It is a look-up picklist with a multi-select option.
q) Pick List – Dropdown menus are created.
r) Pick List Button – Picklist buttons are created.
s) Pre-Populated – On loading, the page the values are automatically populated.
t) Toggle Switch – It creates a switch with only two options of which only one can be selected at a
time.
u) Time – It displays the time.
v) Status – It shows whether the report is completed or in the initial stage.
 w) Label – It configures text that displays in the label
x) Search Pick List –It is a pick list with a search option.
y) Longitude – It is used for mobile applications.
z) Latitude – It is also used in mobile applications.
aa) Created on – It fills in the date and time of creation automatically.
bb) Select Yes or No for Mandatory to make the field mandatory. This is indicated with a red
asterisk
cc) Select Yes or No for Visibility. Click Yes to make it visible in the form, and No to hide it from the
form.

dd) Click to remove the column from the Selected Column list.
ee) Now click Next to go to Columns Formatting.

1.2.2.2. Columns Formatting

a) Select the Columns from the Available Columns list and click
b) Now the formatting options are shown in the Field Format section.
c) Fill in the fields and choose the required options. You get different options for different
columns based on the column types you selected in the Select column area. And Click Next
to go to Key Columns.
1.2.2.3. Key Columns

Key Columns allows you to configure the Key columns

a) Select the columns from the Available Columns list and click
b) Now the columns appear in the Selected Key Columns section.
c) Click the under Action to move the column up and to move the column down.
d) Click Next to go to Show Grid Columns
1.2.2.4. Show Grid Columns

Show Grid Columns allows you to configure the grid

a) All the selected column details are automatically populated in the Select Grid Columns section.
b) Select the Sort By Column and Sort Order by clicking the drop-down menu.
c) Select the required fields and click Next to go to Link Pick-List.

1.2.2.5. Link Pick-List

This works only if the selected columns are set to Pick List

a) Click the dropdown menus of Select Master Field, Select Linked Field, and Select Value.
 b) Enter the field name and click Add. The pick lists appear in the Linked Pick-list section on the
right side of the window.
c) You can delete the pick lists from the list by clicking
d) Click Next to go to Pick-List Filter

1.2.2.6. Pick-List Filter

a) Click the dropdown menus of Select Group, Filter Column, Select User, and Filter Values.
b) Enter the field name and click Add. The pick lists appear in the Linked Pick-list Filter section on
the right side of the window.
c) You can delete the pick lists from the list by clicking
d) Click Next to go to Form Design
1.2.3. Form Design
It allows you to design the process. Available Columns, Design, and Design Settings are the three
sections that the page displays. In the Design Settings, under process level settings,

a) Click the Action Buttons drop-down menu. This feature creates the action buttons that
appear at the bottom of the page.
b) A list of buttons appear in the drop-down menu. Select the ones you want to create and
click OK
c) Click the Select Placeholder Columns drop-down menu, select the ones you want them to
appear in the process and click OK.
d) Click Retain KeyCols on 'Save As' and select the relevant columns from the drop-down
menu.
e) Now click Apply to apply the settings.
 Field Properties –
1) Click the Selection Section Type dropdown menu and select the options you.
2) Different fields appear based on the options you choose:

● Single Section

● Multiple sections

● Multiple Rows

● Filter

● Search

● Read Only Section

The below tables indicates the list of options that display for each Section type
Single Multiple Multiple Read Only
Section Type Filter Search
Selection Selection Rows Section

Section Name ✓ ✓ ✓ ✓ ✓ ✓

Section Title ✓ ✓ ✓ ✓ ✓ ✓

Background Color ✓ ✓ ✓ ✓ ✓ ✓

Label Placement ✓ ✓ ✓ ✓ ✓ ✓
Show Sections In ✓ ✓ ✓ ✓ ✓ ✓

Editable ✓ ✓ ✓ ✓ ✓

No.of Columns ✓ ✓ ✓ ✓ ✓

Add New Section ✓ ✓

Expand by Default ✓ ✓ ✓ ✓ ✓ ✓

Section Width in App ✓ ✓ ✓ ✓ ✓ ✓

Section Show in App ✓ ✓ ✓ ✓ ✓ ✓

Enable Delete ✓ ✓

Enable Add Rows ✓ ✓

Action Label ✓ ✓

Add Row Options ✓ ✓

Predefined Columns ✓ ✓
Enable Sub
✓ ✓
Section(s)?

Check For Duplicates ✓ ✓

Enable Duplicate
✓ ✓
Check

Query ✓ ✓ ✓

Query Params ✓ ✓ ✓

Search Option ✓

Search Condition ✓

RO Type ✓

Button Caption ✓

Connection ✓ ✓ ✓

3) Fill in all the required fields and click Save.

4) It appears in the Added Section and in the Design Field. You can edit, delete or move up and
down if there are more than two in the list.

a) Click to edit.
b) Click to delete.
 c) Click to move it down
d) Click to move it up

5) Now, click Rules

Rules - Rules are used to set the rules to enable, disable, show or hide based on the defined rules.

A) Rules

1) Click the Rules tab adjacent to the Add Rules

2) Select the Executive Column and fill in the relevant fields and click the Add Rule. The rule is
shown in the empty box under process level settings.
 B) Default Values

Next, Click the Default Values tab and fill in the fields in the Default Values pop-up menu and click
Add Rule.
 C) Record Validation

1.Now, click the Record Validation tab and select the required Items from the Exclude Columns.

2. Criteria is selected by default.

3. Fill in the details in the fields and click Query. Fill in the field and click Add Rule.

e) Overwrite
1) Drag the desired columns from the Available Columns, click Enable Data Overwrite drop-
down menu, and select one of the two options.
2) Click Save to save the changes.
3) Click Next to go to Advance Design.
1.2.4. Assign
This is used to present the data that’s used to prefill the data entry form.

A) Toggle between Yes or No tabs for the Integrated form for logged-in user. No is selected by
default.
B) If you select Yes, a few options load up on the screen.
C) Select Yes or No for Allow Add New for integrated user.
D) Select the process and Process stage name by clicking the drop-down menu.
E) Enter the Section title.
F) Click Query or Service.
G) Different options display for Query and Service.
H) If you select Query, Select the connection, and enter Integrated Tab Name.
I) Enter Integrated Query and click Test Query
J) Enter Integrated Query for Superuser and click Test Query.
K) It displays all the available columns. Select the options among, Read Only, SetFilter, Show in
Grid, and Groups By.
L) Click Next to move to Audit.
1.2.5. Audit
A) Choose Yes or No to Enable Audit for User
B) If you click Yes,
C) A list of available column displays. Click all the required columns and click
D) Click Next to move to Work Flow.
1.2.6. Work Flow
a) Stages is selected by default.
b) Click the Attachments from Process drop down menu under Show Attachments From Other
Process and select the required process.
c) Click the Attachments from Process Stage Name from the drop down menu.
d) Now, enter the section title for the attachment by clicking in the empty field of Attachments
from Section Title and click Save.

e) Now click the Notification.

f) Choose Yes or No for Send Mail on Edit and Save, Enable Mail Notification, and Define
Condition for Edit Lock.

g) If you choose Yes for Enable Mail Notifications, few more options display related to Enable Mail
Notifications.

h) Click the User Type drop down menu. It displays three options such as Existing, Non-Existing
and Run Time.

i) On selecting Existing, User Type, User Group, User(s), Report, Report Format, Send Mail On
Report Failure, Include Attachments, and Email Content display.
j) On selecting Non-Existing, User Type, User(s), Report, Report Format, Send Mail On Report
Failure, Include Attachments, and Email Content display.

k) On selecting Run Time, User Type, Report, Report Format, Send Mail On Report Failure,
Include Attachments, and Email Content display.

l) If you select Yes for Define Condition for Edit Lock, Column Name, Condition, Value, Action
display, click Save and select Permission.
m) In Permissions, Process, User Groups, and User List (Click Expand Button for Users in Group)
sections appear.
n) If you choose Yes for Enable SMS Notifications, few more options display related to Enable SMS
Notifications.

o) Click the User Type drop down menu. Select Existing or Non- Existing. Existing is only for the
Kezava User but Non Exiting is for others.
p) Select the required user group form the User Group drop down menu.
q) Now, select the users by clicking the down arrow in the User(s) section and click OK.
r) Select Yes or No for Send SMS On Edit and Save.
s) Click the Define SMS Notification Content for this section drop down menu. A text box appears
where you can enter the content for your SMS.
t) Now click Permissions. The below page displays.

u) Select the Process. It displays the User Groups in the Process

v) Check the required User Groups and it displays the User List in the User Group.
 w) Select the relevant options and click Apply and then Save.
x) It takes you to Process Folders.

1.2.7. Creating Process Work Flow

When you click Next in the Audit page, the Work Flow page opens.
Use the options in the Work Flow page to define the workflow for the user or groups corresponding to a
process. Work Flow page is available only when you select Status and Submitted by columns in the
Column Definition page.
Non-Work Flow page: This has been discussed in another section in this manual.

Work Flow page

Note: Although the screen displays the Simple and Advanced tabs just below the Create Process steps,
only the Advanced tab is in use. Simple workflow is used to ensure backward compatibility. Also, you
cannot define tasks in Simple workflow.

1.2.7.1. Editing Workflow Steps

Click Edit Workflow to edit the process workflow details including the following workflow steps.
When you click Edit Workflow, this message appears telling you that if you modify the values in the
fields, the workflow will be reset and you will lose the existing values.

Step Number: This column displays the workflow step numbers through which the data entry form will
pass through. By default, the program assigns two steps for newly created workflow.
Step Name: This column displays the name the user assigned to the step. You can change it if you want.
Operation(s): For each of the steps you can assign a particular operation such as Create, Cancel, Save,
Save and Submit and so on. Normally for the first stage Create is available, because Create means you
can add a record. Similarly, you assign the Approve and Submit operation to the final step.
Use the script icon to allow the user to enter script for the predefined buttons such as Cancel, Save as
Draft and Save and Submit.
Assign Report: You assign report(s) to a step by clicking the down arrow .
When you click the button, a dropdown list with all available reports appears. These are the reports the
user selected when creating the template in the Select Template page.

Set Section-Wise Permission: Select the in this column, the list of the available sections you can
assign to this step appears. You set these sections in the Create Columns page.

Select the RW check box for read and write permission and select the RO check box for read only
permission.
Save Data As: Select from the dropdown list whether the step is In Progress or Complete. Generally, it
should be In Progress till the last step and in the last step you select Complete.
You can choose whether to display the draft record to all and whether to disable the Save option by
making it mandatory to complete the first step. If you select the Disable Save for draft check box, the
user will not be able to save the draft record. Else the user can save the record as draft.

Enable Audit: Select to choose to choose whether to allow audit for this step.

Allow Dynamic: Select to choose whether to allow user to add task for this step.

Condition: You can set the rule to make it a valid completion stage. Click the script icon to define
the rule.

Allow Edit Grid: Select to choose whether to allow the user to edit the fields from this stage in the
grid.
WF Status: If the workflow reset happens, that is a significant change is made, the record has to go for
review. You can select the review stage from the dropdown list.

Stage Reject: Available from the second stage because this option means that the user can reject the
records up to the stage selected. It depends on the selection. If you select All in the 5th stage, the user
can reject all the stages up to that stage. Otherwise, user can reject up to the stage selected from the
dropdown.

Is External: Select to define whether this stage should happen internally within the company or go
to another company or tenant.
Action: As in other Create Process pages, use this column to add or delete rows to the stage.
1.2.7.2. Defining Runtime Task(s)

Use the columns and fields in this area to add tasks to a stage that are to be performed at runtime.
When you click the down arrow the Define Runtime Tasks page appears.

Task Header: Select whether the task should have a header.

Task Description: Select whether the task should have a description.

Task Sections: Select which section you want to show in the task.

Task R/O Sections: Select the sections in the task that will be read-only, so that a user cannot edit them.
Task R/W Sections: Select the sections in the task that will be read and write, so that a user can edit
them.

Parallel Task: Select whether the user can run parallel tasks, that is, start another task
without completing the already running task(s).

Predecessor Task: Select whether the user has to wait for the task that started prior the
current task. For example, 6 is predecessor task for task 10, then should the user wait for task 6 to
complete before starting task 10.

Reassign Task: Select if the user can reassign a task to someone else that has been assigned
them.

DueDate: Select if the task has due date or not.

Attachments: Select if the task has attachments or not.

Allow AddTask: Select whether the user can add a task to the stage.

Rule: Click the script icon to define rule for the task.

Show RO Section: Select whether to show the RO section to the user.

Show RO Section: Select whether to show the RW section to the user.

Task Operations: Select from the dropdown list the operations, that is buttons, for the task.

Task Column order: This column displays on clicking the Column Order button the order of the columns
in the task. You can rearrange their order if you want.
Task WF Complete: Select whether to show task workflow complete status or not.
Task Summary Visibility: Select the tasks for which summary should be visible.

External Task: Select whether to assign a task to a user in another company or anyone outside
the company. The external user will edit and send it back to the company before the workflow
completion.
External Server: When assigning the external task, select which server you will send to. In this sample, it
is V3 Demo Server.
External Domain: Select which domain in the other company the task is employed. In this sample it is
Room-Management.
Group: Select the group to which the task has been assigned in the other company.

Task Summary For Assignees: Select whether the user can see the summary of the tasks that
they have assigned to external users.
Task Section Title: Enter the title of the task section. In this sample it is Room Operation.
Task Grid: Click Column Order to view and change, if required, the column selection and their order.

Group Selection: Select to define whether the user can see the group selection.

User Selection: Select to define whether the user can see the user selection.
1.2.7.3. Workflow Mapping

When you click Next in the Workflow Steps page, the Workflow Mapping page appears.

Use the options in the page to map user to another user or group so the current user can send record
only to a relevant user or group. For example, you map user 1 to user 100 or group 21 or map group 15
to user 100 or group 21. Create a path for the flow of the process step to the next level of review or
confirmation.

Workflow Stages: This area displays the stages involved in the process workflow. Click the stage for
which you want to create mapping. In this sample they have created all the mapping for Create
Schedule stage or step.
Defining Workflow Stage Mapping: This area contains the fields that you map to a workflow stage.

Select Group/User or Datamodel: Select based on which you want to map the
stage.
Workflow step mapping Name: This is a required field. Enter a name for step or stage mapping. In this
sample Create Schedule Mapping is the name.
Submit to: Select users or groups submitting the workflow stage.
Group Submitting Entry: This is a required field. Select the group that is submitting the workflow step
for review or confirmation.

User Submitting Entry: This is a required field. Select the user submitting the workflow step for review
or confirmation. In this sample Amanda Rice user is appearing.

Submit to 1 User Only?: Select to define whether you want to send the stage to only one user
or multiple users. If you select Yes, a dropdown list with check boxes appears in the On Submit Send to
User(s) field.
Is Default: This check box is not available and is preselected.

On Submit, Send to Domain: Select to send the stage to an outside company or tenant
for review. Or, get it reviewed internally within the company. If you select External, external stage
selection dropdown list appears. Select the stage in the outside company or tenant to which you want to
send the current workflow stage.

.
On Submit, Send to Group(s): This is a required field. This option is available only if you have selected
Groups in the Submit to field in this page. Select the group or groups to send to from the dropdown list.

On Submit, Send to User(s): This is a required field. This field is available only if you have selected Users
in the Submit to field in this page. Select the user or users to whom you want to send the stage.
Workflow Stage Mapping List: This area lists the stages, rules applied and the mappings stage-wise.
Create rules by clicking the + icon under Rules head; click a mapping name under the Mapping head to
view and edit the fields for that stage mapping.
When you click icon, the rule creation dialog box appears. Set the rules using the fields.

In this sample, they have created the rule with the name Division approval Rule. The rule is so set, if the
criteria are Division Approval and Room Operation, the stage will be submitted to Confirm Schedule and
the stage mapping is skipped.

Click Save after entering all the fields, to save the data.
Click Reset to reenter the information in the fields.
Click Delete to delete the mapping.
When you click Next, the Notification page opens.
1.2.7.4. Defining Notification Attributes

Use the fields and options in the Notification page to define the attributes for the notification linked to
the workflow stage.

Step Number: This column displays the workflow step number.

Step Name: This column displays the step name. You can edit the name if you want.

Notify via Email: Select the user to notify this step via email, also to approve the step via email. If you
select the Approve from Email check box, Approve button appears in the email from where the
reviewer can approve the stage.

Email Report: Select from the dropdown list which report to attach to the email.

Email Report Type: Select from the dropdown list the type of report, whether image or PDF.

Send Mail on Report Failure: Select Yes or No, to define whether on the failure of the report you have
to send an email.
Include Attachments: Select Yes or No, to define whether to include the available attachments for this
stage, in the email.

Define Email Notification Content: Use the down arrow beside each email template for different
situations.

When you click the , template like this appears with subject and main body content. You can edit the
template to add your content.

When you send email notification, the program populates the fields such as CreatedBy, ProcessName
and so on.

Creating Custom Email: Use the button in the Action column to create custom email.

When you click , the fields to define custom email appear.

Select the custom email type.

For custom email type Existing, select the Kezava user from the dropdown list. You can select the users
or groups

All other fields are same as for the default notification email.

For custom email type Non-Existing, on selecting Non-Existing from the dropdown list, a textbox
appears for you to enter an email address or set a query to generate an email address.

For custom email type Run-time, during creation of the record, you can specify the user emails to whom
the stage has to be sent. On selecting Run-Time from the dropdown list, the first three fields are not
available, email report selection field onwards are available.
1.2.7.5. Defining Section Permissions

When you click Next in the Workflow Notification page, the Section Permissions page appears. Use the
options in this page to set the permissions section wise.

Process: This area displays the process title and sections involved in the process. Select a process to
modify the permissions. By default, for a section, a user group has Read/Write permission. You can
change it by selecting the No Access or Read Only check boxes.

User Groups: This area displays the user groups. Select a user group to assign permissions for the
selected section.

User List: This area displays the user groups and the permissions assigned them.

Click beside a user group to see the list of users in the group. Read/Write check box is selected by
default.

After making the changes, click Save to update the database.

1.2.7.6. Defining Action for Aging Records

When you click Next in the Section Permissions page, the Aging page appears. Use the options in this
page to define the action for the records that have remained unattended.

Step Number: This column displays the workflow process step numbers.

Step Name: This column displays the name of the step.

Enable Action: Select whether action to be initiated on this step. To initiate an action, click
. When you click , the fields to enter your choice about the action, appear.

The first field, a dropdown list shows the actions – Send Email and Reject.

When you select Send Email as your action, the following fields appear along with the other fields as for
the email notification.

Initiate After: Enter the number of days after which the program would initiate action you selected. In
this sample it is shown that for all the previous steps no action has been initiated but for the final step
the action is Yes. This means if the follow-up hasn’t happened till the final stage, the record can be
either rejected or an email sent to the stakeholder concerned as a reminder. In this sample it is 4 days.

Repeat After: Enter the number of days after which the action should be repeated. In this sample, it is 1
day. The remainder of the fields in the row are same as for the email notification.

When you select Reject as the action. The fields to select the number of days to initiate action, whether
to send email or not and blank box to enter action messages appear. The remainder of the fields in the
row are same as for the email notification.

After completing all the fields in this page, click Save. The Permissions page appears, where you can set
the permissions for the process, mapping them to a user group or groups.
In this sample, the Create Schedule permission is assigned to IS Support user group.
Click Save to save the permission assignment. You can see all these permissions corresponding to the
process and groups in the Manage Process page.

This step completes the procedure for creating process workflow.

 1.3. Managing Process
The Manage process feature allows you to view the all the features and assigned values of all existing
processes and make required modifications.
a) Click Manage Process on the Process page, the Manage Process page displays.

b) Click author Process folder in Select Folder section, the processes created by author are
displayed in Folder: section.
c) Click a process, the Workflow Stage/Reports of the process display in the Process Stage: My
Processes Stage section. These stages apply to only Workflow Processes.

d) You can perform the following actions on a process using the icons displayed
next to each process,

● Modify

● Save As
 ● Move

● Upload Desktop Icon

● Generate Link

● Server Settings

e) Double-click the process name to rename the process.

f) Click icon, the process information displays.

1.3.1. Modifying a Process
a) Click icon next to a process, the Modify Process screen displays.

b) The Modify Process screen has the following tabs,

● Select Template

● Define Columns
 ● Form Design

● Preview & Test

● Assign

● Audit

● Workflow

c) The Define Columns screen, under the Modify Process screen is directly displayed when you

click icon.

1.3.1.1. Defining Columns

The Define Columns screen has the following tabs,

● Select Columns

● Columns Formatting

● Key Columns

● Show Grid Columns

● Link Pick-List

● Pick-List Filter
● Selecting Columns

a) In Available Columns section, check the columns that need to be added to the process and
uncheck the columns that you want to remove from the process.

b) Click the icon after you check/uncheck the columns, to add/remove the columns.
c) For a Selected Column, click the down arrow in the Column Type field to display the options.

d) From the dropdown list select the desired Column Type. For a new column the Column Type is
added and for an existing column it is modified.
e) Set the Mandatory field as Yes or No, based on the requirement.
f) Set the Visibility filed as Yes or No, based on the requirement.

g) Click icon to remove the column.

h) Click Next to go Columns Formatting screen.

● Formatting Columns

a) Click Next on the Select Columns screen, the Columns Formatting screen displays.

b) The Columns and Buttons used in the process are displayed in the Available Columns section.
c) Click a column, the column displays in the Field Formatting section.

d) Click the down arrow in the UserTableMapping filed, the options display.
e) Select the field and click Apply to enable UserTableMapping for the filed.

f) Click icon, the format options for the filed display.

g) Select the Font, Style, Size, and Color for the filed. Click Apply to apply the values.

h) Click icon the format options for a numeric filed display.

i) Select Decimals, Format, and Symbol. Click Apply to apply the values.
j) Set the Primary Field option as Yes or No.
k) Click a Button, the formatting options for the button display based on the type of button.

l) Modify the required fields.

m) Click Next to go to Key Columns screen.

● Managing Key Columns

a) Click Next on the Columns Formatting screen, the Key Columns screen displays.

b) In Available Columns section, check the columns that need to be added as Key Columns and
uncheck the columns that you want to remove from Key Columns.

c) Click the icon after you check/uncheck the columns, to add/remove the columns.
d) Click Next to go to Show Grid Columns screen.

● Managing Grid Columns

a) Click Next on the Key Columns screen, the Show Grid Columns screen displays.
b) Check the required Columns in Available Columns section to add as Grid Columns.

c) Click icon to add the selected columns as Grid Columns.

d) Choose whether to show Grid Columns from other process.
e) Click Next to go to Link Pick-List screen.

● Managing Link Pick-List

a) Click Next on the Show Grid Columns screen, the Link Pick-List screen displays.

b) Make the required modifications.

c) Click Next to go to Pick-List Filter screen.

● Managing Pick-List Filter

a) Click Next on the Link Pick-List screen, the Pick-List Filter screen displays.
 b) Make the required modifications.
c) Click Next, the Form Design screen displays.

1.3.1.2. Managing Form Design

a) Click Next on the Pick-List Filter screen, the Form Design screen displays.

b) Make the required modifications.

c) Click Next to go to Advance Design screen.

1.3.1.3. Managing Advance Design

a) Click Next on the Form Design screen, the Advance Design screen displays.
 b) Make the required modifications.
c) Click Next to go to the Assign screen.

1.3.1.4. Managing Assign

a) Click Next on the Advance Design screen, the Assign screen displays.

b) Make the required modifications.

c) Click Next to go to the Audit screen.

1.3.1.5. Managing Audit

a) Click Next on the Assign screen, the Audit screen displays.

 b) Make the required modifications.
c) Click Next to go to Workflow screen.

1.3.1.6. Managing Workflow

a) Click Next on the Audit screen, the Workflow screen displays.

b) Make the required modifications to the features,

● Stages

● Notification

● Permission

c) Click Save to finish.

1.3.2. Using Save As
The Save As feature allows you to create a copy of the existing process.

a) Click icon next to a process on the Manage Process page, the Save As options window
displays.

b) Enter a new name for the process in the Name field.

c) Select the folder in which you want to save the process copy in the Folder Name field.
d) Click Save to finish.
e) The duplicate process is displayed in the Folder : author Process section.

1.3.3. Moving a Process

The Move feature allows you to move a process from the existing folder to another folder.

a) Click icon next to a process the move option window displays.

 b) Select the folder to which you want to move the process in the Folder Name field.
c) Click Ok to finish.

1.3.4. Deleting a process

Click icon next to a process to delete the process.

1.3.5. Uploading Desktop Icon

Click icon next to a process to create a Desktop Icon for the process.

1.3.6. Generating a Link

Click icon next to a process to generate a URL to access the process.

1.3.7. Managing Server Settings

a) Click icon next to a process, the Settings page displays.

 b) The Settings page has the following tabs,

● General

● Aging

● Mobile Setting

c) Make the required modifications to the settings under each tab and click Save to apply the
settings.

1.4. Managing Permissions

The Permissions feature allows you to set roles for User Groups and Users. The role determines the set
of Process features that the User Groups and Users are allowed/denied access to. The different roles
are,

● Create – Permission to create processes.

● Edit – Permission to edit processes.

● Edit/Delete – Permission to edit and delete processes.

● ReadOnly – Permission to view processes.

● Desktop (D) – Permission to view on Desktop.

a) Click Permissions on the Process page, the Permissions page displays.

b) Click a Process, the user groups are displayed in the User Groups section.

c) Select a user group, the group and users, display in the Users List section.
d) Click icon to expand the group and display users.

e) Choose the roles to assign to the selected User Group and the users in that group.
f) Click Save to apply the permissions.
 1.5. Exporting/Importing Process
a) Click Export/Import on the Process page, the Export/Import page displays.

b) The Export/Import page has the following tabs,

● External

● Internal

● Update

c) The External screen is displayed, when you click Export/Import.

1.5.1. Managing External Export/Import

This feature allows you to Export/Import a process that belongs to a tenant in one server to a tenant in
another server.

a) The External screen has the following tabs,

● Single

● Multiple Export

● Multiple Import

b) The Single screen is displayed, when you click Export/Import.

1.5.1.1. Using Single

This feature allows to export/import a single process in an instance.

a) Select Process to export from drop-down in Single Export Process section.

b) Click Export Process, the selected process is exported as an XML file.

c) To import a process, select

● Connection Name – Database into which the process has to be imported.

● DataModel name – Data model into which the process has to be imported.

● Choose Folder – Folder into which the process has to be imported.

d) Click Browse, the windows explorer displays.

 e) Select the file on your system to be imported.
f) Click Import Process to import the selected file.

1.5.1.2. Using Multiple Export

This feature allows you to export multiple processes in an instance.

a) Click Multiple Export on the External screen, all the processes display.

b) Select all the processes you want to export and click Export Process.
c) The processes are exported as an XML file.

1.5.1.3. Using Multiple Import

This feature allows you to import multiple processes in an instance.

 a) Click Multiple Import on the External screen, the import options display.

b) Click Browse to Choose Process File to Import, the windows explorer displays.

c) Add the process files you want to import and Click Import Process.
Note: The process files you want to import should be in XML format.

1.5.2. Updating a Process

This feature is used when multiple tenants contain a similar process. In the case you make any
modifications to the process for one tenant you can use the Update feature to apply the changes to the
process in the other tenants.
Note: The Update feature can only be used for shared processes.
a) Click Update in the External screen, the update options display.
 b) Select Target Company Name which contains the process the you want to update.

Note: You can select multiple companies.

c) Select the process you want to update in the Shared Process section.
d) Click Update Process.

1.6. Managing Cache Metadata

The Cache Metadata feature is used to refresh the intermediate table of a process created in the
database. In the event a process form is updated by an end user and the changes do not reflect in the
table you create the metadata using this feature.
a) Click Cache Metadata on the Process page, the Cache Metadata page displays.
b) Select one or more Processes and click icon, the Intermediate Table that belongs to each
process is displayed in the Cache Metadata section.

c) Select the Intermediate Tables for which you want to create cache metadata and click Create
Metadata.
 d) Click icon to remove the Intermediate Table form the list.

1.7. Managing Delegation

The Delegation feature is used to delegate process related responsibilities and permissions by one user
to another user. A user having certain permissions related to process can assign the same permissions to
another user by creating a new delegation.
a) Click Delegation on the Process page, the Delegation page displays.

b) Click New Delegation, the fields for new delegation display.

c) Enter/select values for all the fields.

● Process Name – The process for which you want to delegate a new user.

● Process Stage – The stage of the selected process.

● Stage Users – The users having permission to the stage.

● Assign To – The new user to whom permissions are to be provided.

● Start Date – The date on which the delegation becomes effective.

Click in the filed box, the calendar displays. Select the date.

● End Date – The date on which the delegation becomes ineffective.

d) Click Save to apply the values and finish.

 1.8. Managing Super User
Super User is a user with complete access to a process. You can designate any exiting user or user group
as super user for a particular process.
a) Click Super User on the process page, the Super User page displays.

b) Click New Super User to add a super user, the fields display.

c) Enter/Select all the required values.

● Process Name

● Process Stage
● Selection Type - The options are User, Group.

● If Selection Type is set as Group, Group field displays.

● Select Group – The group of users to be added super users.

● If Selection Type is set as User, Group Name and Users fields display.

o Select Group Name – The group containing the required users.

o Select Users – The required users from the selected group.

● Start Date - The date on which the feature become effective

Click in the field box, the calendar displays. Select the date.
 ● End Date – The date on which the feature becomes ineffective.
Click in the field box, the calendar displays. Select the date.

d) Click Save to apply the values and finish.

1.9. Managing Email Verification

The Email Verification feature is used to keep track of the notification emails that server fails to
generate.
a) Click Email Verification, the Email Verification page displays.

b) Select Division Name

c) Select Process Name
d) Select From Date – The date on which the feature becomes effective.
Click in the field box, the calendar displays. Select the date.
 e) Select To Date – The date on which the feature becomes ineffective.
Click in to field box, the calendar displays. Select the date.

1.10. Managing Email Users

The Manage Email Users feature is used to select the users, groups to whom you do not want process
stage notification mails for certain process to be sent.
a) Click Manage Email Users on the process page, the Manage Email Users page displays.

b) Click New Manage Email User, the fields display.

c) Enter/select the values for all the fields.

● Process Name

● Process Stage

● Selection Type - The options are User, Group.

● If Selection Type is set as Group, Group field displays.

o Select Group – The group of users to be added super users.

● If Selection Type is set as User, Group Name and Users fields display.
 o Select Group Name – The group containing the required users.
o Select Users – The required users from the selected group

● Start Date - The date on which the feature become effective

Click in the field box, the calendar displays. Select the date.

● End Date – The date on which the feature becomes ineffective.

Click in the field box, the calendar displays. Select the date.

d) Click Save to apply the values and finish.