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General overview

The intuitive user interface is characterized by a clear design. The following section explains the general layout of the system.

  • Breadcrumb
    The navigation bar supports users during their daily work with the system. See the Breadcrumb topic for more information.

  • Side-Menu
    The side menu is for navigation between the cockpit, tasks, and process instances. Specific users have the administrator role. These users can also access and change settings like translations or logo and theme of the system. See the Side-Menu topic for more information.

  • Menu bar
    The menu bar contains a search function, the user language, and profile settings. See the Menu bar topic for more information.

  • Content area
    This area is the work interface. Depending on the selected menu, users can handle their activities and processes, view the dashboard, access system settings, and the user profile.




Breadcrumb

The navigation bar is making users aware of their current location within the hierarchical structure in the system. Instead of using the browser's 'Back' button or the system's Side-Menu to return to a higher-level, users can use the breadcrumb.





Side-Menu

The side-menu includes the components Cockpit, Automate, and System, which are described in detail below.




It contains the Cockpit, which presents a graphical overview of company-specific statistical evaluations and KPIs.




The automation component provides everything required in the users' daily work with the system. Depending on the selected automation menu, users can start new processes, handle their tasks, and find an overview of their already started process instances. Find more information about how users can do their everyday business in the chapter 'User Guide'. The general navigation is described below.




The button 'System' is exclusively available for users with the role administrator. This area provides options to configure the interface of the system. In addition to the theme and top logo, furthermore, a range of the system labels/buttons/messages can be customized. 


Note

All changes take effect for all users of this tenant.


The user interface can be displayed in multiple languages (German, English).

In the first column, the technical name of the field is displayed. In the other two columns, an administration user can individually customize the naming of labels/buttons/messages of the system. All changed fields are marked with a pen. By clicking on the button 'Save', all changes are immediately available for this specific tenant. 

In this area, the user can replace the logo with an individual one and change the theme by predefined designs. The theme affects the color of all icons, buttons, and highlightings in the system. The default design - delivered with the product - is set, if none is selected. Furthermore, the logo is set in the upper left corner per default.

  1. Click on the button 'System' and select the option 'Logo and theming'.

  2. Choosing one of the predefined design in the dropdown menu.

The changes are visible immediately. To reserve changes, select the previous theme. 


  1. Click on the button '+Choose file', to replace the logo with a custom one.

The changes will be visible immediately. To reverse the changes, select the button 'Delete Logo'.

Please consider that only logos in PNG-format are supported. The height should be 30px otherwise, it will be scaled accordingly.






Menu bar

The menu bar contains a free text search, the language and user profile settings, the current tenant as well as the logout button for disconnecting from the system. Refer to the following sections to learn more about these features. 




By inserting texts/numbers, users can easily search for content within processes. Relevant data could be the definition name, the instance name, and process variables.

  1. Insert texts/numbers into the free text search field

  2. Start the search by clicking on the magnifying glass symbol on the right.

  3. Fitting results will be displayed in the content area. 



The user interface can be displayed in German or in English. Newly created users will always start with the default language, which is set by administrators in the administration client. In the upper right corner, the user sees the currently selected language.

  1. For changing the language just click the language name and select one of the listed ones. The language of the interface changes immediately. When the user logs into the system again, the last selected language is still set. If a specific language is not available, please ask the contact person. 




Every installation supports multiple tenants. With these tenants, a company can support multiple areas that may contain separate companies/projects/processes in each tenant. Besides the tenant icon the user can see in which tenant the user is currently working. If a user is a member of more than one tenant, the user can switch from one to another by selecting a tenant in the menu of the tenant button. 





The profile settings contain all user information. Users can modify their personal data, change their password, and document their absences inclusive absence rules. The following sections will explain each setting in detail.


This tab shows the general properties and the status of a user within the user's company. Please find a complete description of the tab's content in the table at the end of this section. 

  1. All editable fields can be changed. The others are locked. 

  2. Click on the button 'Update profile' on the lower left of this tab for saving changes.

  3. If the update is successful, a brief 'Success' message will confirm the storage. In this context, please also regard the note 'LDAP Sync'.



User-Profil - LDAP Sync

If the system uses LDAP Sync, all changes are lost as soon as the scheduled job has run the next time. Please ask the contact person first, whether LDAP Sync is used or not.


The following table provides a detailed description of the fields in the profile tab. 

Field name

Description

Username

This is the name used for the formal login procedure. Only users with the administration role are allowed to change the name.

Firstname

The user's first name is documented here.

Lastname

The user's last name is documented here.

Email

The user's email address at which the user will receive messages from the system, for example about the assignment of a new task.

Phone number

A telephone number can be inserted. 

Country

The working country of the user can be inserted here.

Company

The user's company can be found here.

Personal number

The user's personal number within the company.

Groups

The group membership of a user is depicted here. 

Roles 

The roles linkcomingsoon and rights of a user are depicted here. 

Supervisor

The supervisor of the user is selected in this field. Via the dropdown menu, any existing user in the system can be selected.

Cost center

The user's cost center can be documented here.

Department

The user's department can be found here.

Department chief

The name of the head of the department can be selected in this field. Via the dropdown menu, any existing user in the system can be selected. 

Target tab for taskmail links

A link provided in a task email redirects the user after clicking directly to the target tab, which is selected here. Per default, the task email link redirects the user to the property tab of a task. 

Email-Notifications preferred

If this option is selected, the user will receive an email, for example, that a new task is available. 

Notify only if the previous task was not done by me

The user will only receive an email if the previous task will be completed by another user. 

Notify assignee if his task is done by somebody else

If a assigned task is not completed by the user, the user will receive an email.

Representative

The representative can be selected here. During the user's absence, all new tasks of all processes will be handed over to the elected representative. It is also possible to choose various representatives for each process. For more information, please refer to the section 'Manage absence rules'.

Display table rows

The number of table rows shown per page can be selected here, e.g. the task list.

In this tab, the user can change the password.

  1. Enter the old password into the first field.

  2. Enter the new password into the second field.

  3. Confirm the new password in the third field.

  4. Press the button 'Change password' for saving the new password. In this context, please also regard the note 'User-Password - LDAP Sync'


Info: User-Password - LDAP Sync

If the system uses LDAP Authentification the changed password will be reset as soon as the scheduled job has run the next time. Please ask the contact person first, whether LDAP Sync is used or not.


If a user is not able to handle the assigned tasks due to being absent from the company, this should be documented in the 'Absence' section. The 'Absence' should record all periods of time when a user is unavailable. It also regulates whether existing tasks should be transferred to the representative during the absence or not. New tasks will automatically be assigned to the representative. How to add, change and delete an absence period is described in the chapter 'Manage absences'.

If tasks have to be transferred to another user due to an absence, either one representative has to be chosen in the user profile (valid for all processes), or a designated representative for specific processes (has priority over the user profile representative) has to be selected in the section 'Manage absence rules'.  


Add absence

  1. Click on the button 'New absence'.

  2. For entering the user's absence period two dates - absent from and return on  - are essential. Both dates can be entered by selecting them from the calendar, which appears by clicking into the corresponding date field.

  3. The transferal of current open tasks to a designated substitute can be selected by checking the corresponding box.

  4. Click on the button 'Save' and the new absence period is stored and will be displayed in the 'Absence' section.  



Change and delete absence

It is also possible to edit and delete already recorded periods. Therefore, click on the three dots on the right side of the corresponding period, and select the menu option 'Edit' or 'Delete'. 


Add absence rules

  • Click on the button 'New absence rule'.

  • Select the representative who will perform the tasks of a specific process during the absence via the dropdown menu on the right side or via typing in the representative's name (during typing users with these letters in their name will be suggested for selection).

  • Select the corresponding process via the dropdown menu on the right side or via typing in the process name (during typing processes with these letters in their name will be suggested for selection).

  • Click on the button 'Save' and the new absence rule is stored and will be displayed in the 'Absence' section. 


Change and delete absence rules

It is also possible to edit and delete already recorded absence rules. Therefore, click on the three dots on the right side of the corresponding rule, and select the menu option 'Edit' or 'Delete'. 

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