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Process manager

Create process template / steps

Via the menu Edit >> Process Manager >> Tab: Process Template you can see the list of existing process templates including the sample templates provided by onOffice. With the user right Design processes you can create new process templates. In the process management, a new process can be created via the “Create new record” icon Icon New record .

Some process steps such as email, decision, SMS, etc. can be executed automatically if certain specifications are met. If these prerequisites are not met or another problem occurs, these automated process steps are converted to manual ones and displayed in the list of running processes with a warning icon plus a note. They also appear in the process owner’s list of processes.

You can find a video on this topic here and a video on how to create a sample process here.

Process Designer Overview

In the opened template mask you have the following options:

Template mask in the Process Designer

  • Item 1: Use the zoom to reduce or enlarge the view. This is useful if you have created a template that is very large and you want to view the whole process at a glance without scrolling.
  • Item 2: Here you give your process a name. For example, “Owner Acquisition.”
  • Item 3:
    1. Use the copy icon to copy an existing process template. The new template will be set to inactive (see point 4).
    2. Use the printer icon Print icon to print out the sequence diagram. The preparation of the print image depends on the browser used.
    3. Via the wrench Wrench symbol you specify a user as process controller. If no user is selected, the one who starts the process is used as the process controller. The process controller receives information by e-mail as soon as a process step is skipped and can also receive an e-mail when the process is terminated. Whether an e-mail is sent here is configured in the “Process end” process step.
  • Item 4: New process templates are not automatically activated. When you are done defining the process, you need to activate the process manually. Only active processes can be started.
  • Item 5: Via the item “Select process step” you define an action for the respective process step. Here you have the choice between the proposed actions.
  • Item 6: Some processes require an address reference, others a properties reference, and some both. Via “Status of required links” you can see whether and from which step an address and/or properties reference is required. If address and/or properties is not specified, no reference is necessary for this process.

The basic elements of the Process Designer

There are several basic elements of process steps that are represented with different shapes in the Process Designer.

Rectangular “Tasks, appointments, e-mail, etc.” are displayed. To distinguish them, each action type has its own color. Tasks, address, appointment etc.
The decision appears as a diamond. Decision step
The merging of a branch and the end of the process are represented as an inverted triangle.