Ult Client 71

Ultimus®

Profit from the ProcessTM

Ultimus Client Help Version 7.1

Table of Contents

Table of Contents....................................................................................................................2 Ultimus Standard Client Manual ............................................................................................4

Copyright Information ........................................................................................................4 Comparing Ultimus Standard Client with Ultimus Thin Client .........................................7 Starting Ultimus Standard Client ........................................................................................8 Ultimus Standard Client Window.....................................................................................12 Working with Ultimus Standard Client ............................................................................14

The toolbar ....................................................................................................................14 Folder tabs.....................................................................................................................15 Task list columns ..........................................................................................................16 Incident status icons......................................................................................................17

Setting User Preferences ...................................................................................................18 Selecting associates.......................................................................................................18 Viewing User Information ............................................................................................20

Using Ultimus Standard Client .............................................................................................21 Working with Tasks..........................................................................................................22

Using task tabs ..............................................................................................................22 Changing the task tab view...........................................................................................22 Opening a form from task tabs......................................................................................22 Viewing the online Help files for a process and/or a step ............................................23 Creating a process template ..........................................................................................24 Sorting the task list........................................................................................................24 Deleting a task...............................................................................................................25 Assigning a task to another user ...................................................................................25 Taking back assigned tasks in Ultimus Standard Client ...............................................26 Aborting a process incident in Ultimus Standard Client ..............................................28 Checking the status of a process incident .....................................................................28 Requesting a task from a queue ....................................................................................30

Using Task Forms .............................................................................................................33 Signature fields .............................................................................................................33 Spreadsheet grids ..........................................................................................................34 Attachment controls ......................................................................................................34 Required inputs .............................................................................................................35 Protected fields..............................................................................................................35 Read, write, and print memos in Ultimus Standard Client ...........................................35 Working with form templates .......................................................................................37 Saving a form in Ultimus Standard Client....................................................................38 Returning a form...........................................................................................................38 Sending a form..............................................................................................................39 Printing forms in Ultimus Standard Client ...................................................................39 Conferring a task in Ultimus Standard Client...............................................................39 Sending and getting the next task .................................................................................40

Advanced Features................................................................................................................42 Viewing Archived Forms..................................................................................................43 Creating Custom Views ....................................................................................................44

Advanced functions in Ultimus Standard Client views ................................................46

Defining databound variables as column headers in a view .........................................48

Ultimus Client Help Page 4 of 49

Ultimus Standard Client Manual

Version 7.1

Ultimus Standard Client has many powerful features which enable users to be more productive and have greater control over their time. This manual contains information on how to configure and use the following versions of Ultimus Standard Client:

• The standard client (or MS Internet Explorer Client) • Clients for Microsoft Outlook 2000, 2002 and 2003 (requires special

configuration)

Note:

With the exception of installation, Ultimus Standard Client and clients for Outlook 2000/2002/2003 are identical. Installation of the Outlook 2000, 2002 and 2003 Clients is discussed in the Ultimus BPM Suite Configuration Guide.

This online Help file will demonstrates how Ultimus Standard Client should be configured and how Ultimus Standard Client makes it easier to organize, complete and track work the Ultimus BPM environment.

Copyright Information

No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose, without the express written consent of Ultimus, Inc. The software described in this manual is furnished under a license agreement or non-disclosure agreement and may be used or copied only in accordance with the terms of the agreement. The information contained in this manual is subject to change without notice and does not represent a commitment on the part of Ultimus, Inc. Copyright © 1999-2005 Ultimus, Inc. All rights reserved. Companies, names, and data used in examples herein are fictitious unless otherwise noted. Ultimus™, Adaptive Discovery™, Flobot™, FloPort™, FloStation™, Maplet™, U2Net™, and Unruly Event™ are trademarks of Ultimus, Inc. Windows, MS-DOS, Word, Excel, InfoPath and SQL Server are registered trademarks of Microsoft Corp. All other names may be trademarks of their respective owners and are


used for reference only. All Ultimus specifications contained in documentation and literature are subject to change without notice.

Reader's responsibilities and expectations

After reading this online Help the reader should be able to know how to use Ultimus Standard Client module.

Ultimus expects the reader to:

• Be proficient with the operating system(s) on which Ultimus BPM Suite and its related components operate.

• Understand the hardware requirements to operate Ultimus BPM Suite and each component there of.

Conventions used in this online Help

The following conventions are used throughout this online Help:

Convention Description

bold Bold text denotes items that that must be select or clicked in an application, such as menu items, dialog box options, and dialog box output. Bold text is also used to designate labels within table columns.

italic Italic text denotes variables, emphasis, and document, chapter, and section titles. This also denotes text that is a place holder for a word or value that you must supply.

monospace

Text in this font denotes text or characters that users should input to an application, application output, sections of code, programming examples, and syntax examples. This is also used for the proper names of disk drives, paths, directories, device names, file names, file extensions, code excerpts, and URLs.

Underlined blue text

Underlined blue text represents a link to a different section in this document. Clicking the underlined blue text will display that topic.

<> Text within these brackets denotes text that is a placeholder for text or value(s) that the user must supply.

>>

The >> symbol leads users through nested Start menu items, application menu items, and dialog box options to a final action. For example, the sequence File>>Page Setup>>Printer... directs users to pull down the File menu, select the Page Setup item, then select Printer... from the dialog box.

This icon denotes a tip, which alerts users to advisory information.

This icon denotes a note, which alerts users to important information.


This icon denotes a caution, which advises users of precautions to take to avoid specific application errors, data loss, or system crash.

Ultimus Standard Client allows users to:

• View their tasks and those of their subordinates • Access forms • Launch new process incidents • Create process templates (not available in Ultimus Thin Client) • View the status of process incidents • Assign tasks to other users • Get tasks from a queue • Delete tasks • Abort a process incident • View archived forms (not available in Ultimus Thin Client) • Create custom task list views (not available in Ultimus Thin Client) • View process-level Help files • View step-level Help files


Comparing Ultimus Standard Client with Ultimus Thin Client

Ultimus Thin Client is a light-weight alternative to Ultimus Standard Client. The major benefit of Ultimus Thin Client is it allows users to deploy workflow solutions in a true cross-platform environment. While Ultimus Standard Client operates within Microsoft Internet Explorer (IE) only, Ultimus Thin Client can operate in both Internet Explorer and Netscape Communicator and across any platform that support these Web browsers. Refer to the Ultimus BPM Suite Installation Guide for an outline of Ultimus Thin Client's supported platforms.

Ultimus Standard Client, however, is packed with features not supported by Ultimus Thin Client.

While working with Ultimus tasks, Ultimus Standard Client allows users to:

• Create and change custom task list views • Disown tasks (if Ultimus Director has been licensed)


Starting Ultimus Standard Client

Ultimus Standard Client operates within Microsoft Internet Explorer. The Outlook 2002/2003 client operates within Microsoft Outlook.

Starting Ultimus Standard Client in Internet Explorer

To start Ultimus Standard Client in Internet Explorer, do the following:

1. Enter the URL for the Web server on which Ultimus BPM Server is installed, followed by /UltWeb/index.htm. Consider these examples:

• <domain_name>/UltWeb/index.htm (where <domain_name> is the domain name used to connect to Ultimus BPM Server)

• <IP_address>/UltWeb/index.htm (where <IP_address> is the IP address to connect to Ultimus BPM Server)

• <computer_name>/UltWeb/index.htm (where <computer_name> is the name of the computer hosting Ultimus BPM Server)

The Login dialog box appears.

2. Enter the user's log on name and password in the Username and Password fields respectively.

3. Select the appropriate domain name from the Domain combo box. 4. Click OK. The client task list appears.

Tip:

Contact your network administrator if the specific information to connectto Ultimus BPM Server is not known.


Configuring Microsoft Outlook 2002/2003 to use Ultimus Standard Client

Unlike Microsoft Outlook 2000, Microsoft Outlook 2002/2003 does not allow direct reference from an Outlook folder to Ultimus Standard Client. Instead, Outlook 2002/2003 must refer to a referencing file that will direct Outlook to Ultimus Standard Client. How to configure this referencing file depends on whether Internet Explorer is set to "High" security or not. If Internet Explorer security is set to "High" setting, an HTML file using JavaScript code should be created for Outlook 2002/2003 to reference. If Internet Explorer security is set to anything other than "High" setting, then an HTML page using HTML code should be created for Outlook 2002/2003 to reference. Note that neither of these configuration procedures is required for Microsoft Outlook 2000. To start Ultimus Standard Client in Outlook 2000, go to Starting Microsoft Outlook 2000/2002/2003.

These procedures to create a referencing file for Microsoft Outlook 2002/2003 are outlined below.

Creating an HTML file using JavaScript code for Microsoft Outlook 2002/2003 to reference when Internet Explorer security setting is "High" If Internet Explorer security is on "High" setting, an HTML file using JavaScript code must be created for Outlook 2002/2003 to reference. The following instructions describe how this must be configured:

1. Create a new folder namely UltimusOutlook on the computer. Remember its location. Ultimus suggests placing it directly on the hard drive hosting the operating system.

2. Open Notepad. 3. Copy or type the following JavaScript code into Notepad.

<script id=clientEventHandlersJS language=JavaScript>



</script>

<BODY onload="return window_onload()">

</BODY>


4. Replace <computer_name> with the name of Ultimus BPM Server to which is being connected.

5. Using any file name, save this file as HTML (using the .html extension) to the UltimusOutlook folder that has just been created.

Creating an HTML file using HTML code for Microsoft Outlook 2002/2003 to reference when Internet Explorer security setting is not "High" If Internet Explorer security in not on "High" setting, an HTML file using HTML code must be created for Outlook 2002/2003 reference. The following instructions describe how this must be configured:

1. Create a new folder namely UltimusOutlook on the computer. Remember its location. Ultimus suggests placing it directly on the hard drive hosting the operating system.

2. Open Notepad. 3. Copy or type the following HTML code into Notepad.

<html>

<head>

</head>

<body bgcolor="#FFFFFF">

<META HTTP-EQUIV="REFRESH" CONTENT="2; URL=http://<computer_name>/UltWeb/index.htm">

</body>

</html>

4. Replace <computer_name> with the name of Ultimus BPM Server which is being connected.

5. Using any file name, save this file as HTML (using the .html extension) to the UltimusOutlook folder that has just been created.

Pointing Microsoft Outlook 2002/2003 to the referencing file

Microsoft Outlook 2002/2003 must now reference the file that has just been created by the user. To point Microsoft Outlook 2002/2003 to the referencing file, do the following:

1. Right-click the Outlook Today node in the folder list pane and select New Folder. The Create New Folder dialog box appears.

2. Type Ultimus in the Name field. 3. Select Task Items from the Folder contains combo box. 4. Select the node under which the folder is to be placed.


5. Click OK. A new Tasks folder labeled Ultimus appears in the location selected by the user.

6. Right-click the new Ultimus folder and select Properties. The Ultimus Properties dialog box appears.

7. Click the Home Page tab. 8. Check the Show Home Page by default for this folder check box. 9. Enter the file path to the referencing file (that has been created earlier) into the

Address field. The path should be C:\UltimusOutlook\<page_name>.html (where <page_name> is the name of the file that has been created).

10. Ultimus Standard Client is now ready to be used through Microsoft Outlook 2002/2003.

Starting Ultimus Standard Client in Microsoft Outlook 2000/2002/2003

To start Ultimus Standard Client in Microsoft Outlook 2000/2002/2003, do the following:

1. Click the Ultimus node in Microsoft Outlook. The Login dialog box appears. 2. Enter the log on name and password in the Username and Password fields,

respectively. 3. Select the appropriate domain name form the Domain combo box. 4. Click OK. The client task list appears.


Ultimus Standard Client Window

Ultimus Standard Client operates as an application within a Web browser window and within Microsoft Outlook. Standard functions operate normally within the Web Browser and treats Ultimus Standard Client as a Web page.

Standard Outlook functions behave normally as well, though all Ultimus functionality is limited to the client application appearing in the Outlook pane.


Tip:

For best functionality and readability within the Microsoft Outlook client, use a display screen resolution higher than 800x600 pixels.


Working with Ultimus Standard Client

Actions specific to Ultimus Standard Client, such as refreshing the task list, must be executed using Ultimus Standard Client functions. The Ultimus Standard Client window is broken down into the following areas:

• The toolbar • The folder tabs • The task list

The toolbar

The toolbar buttons allow all the functionality within Ultimus Standard Client. Not all of the buttons and menu options are enabled at all times, or in all clients. If a button or command is disabled, it is grayed. Tool tips are available for all buttons, indicating each button's function. The following is a summary of the toolbar buttons and their functionality:

Button Function Description

Customize views

Select this button to create custom views for the task list. From here, customized views may be modified or deleted.

User Preferences

Select this button to configure user preferences for Ultimus Standard Client.

User information

Select this button to view information such as user name, job function, e-mail address, and reporting relationships.

Get Next Queue Task

Select this button to retrieve the next queue task.

View Queue List Select this button to view a list of available queue tasks.

Assign task Select this button to assign selected tasks to another user.

Take back tasks

Select this button to retrieve a task that has been assigned to another user.

Incident status Select this button to view the status of the selected Incident.

Abort incident Select this button to abort the selected process incident.

Delete task Select this button to delete the selected task(s).

Refresh the task list

Select this button to refresh the task list. This will immediately determine the status of tasks in the current view.

Help/About

This help button can display online Help for Ultimus Standard Client, a selected process or steps in a selected process.


Note:

Process and step online Help links only function if a URL pointing to the onlineHelp files for process and/or step Help is in place at design time.

Folder tabs

The folder tabs are used to view different lists of tasks. A "view" determines which types of tasks appear in the task list. These views are provided by default:

View/Tab Description

Initiate This view displays Ultimus processes that can be launched by the logged on user.

Inbox This view displays tasks sent to the logged on user.

Completed This view displays tasks that have been completed by the logged on user.

Archive This view displays tasks that have been archived.

Custom Views

Ultimus Standard Client allows the creation of customized views to view the logged on users' own tasks and those of the client user's subordinates. Custom views allows the filtering of tasks based on specific criteria, such as status, process name, or due date. While custom views cannot be created in Ultimus Thin Client, any custom views created in Ultimus Standard Client are available for viewing tasks in Ultimus Thin Client. For details, refer to Making Custom Views.

Task status

As Ultimus BPM Server manages workflow, it routes tasks to the next step of the process. If a user is involved in the next step in a process, that user receives an e-mail message informing them that they have a new task. All new tasks appear in the Inbox view. Task status is indicated by an icon, such as current, overdue, urgent, complete, returned, or reassigned. If a task has not been completed by the completion time, the status icon automatically changes from current to overdue. If that task is not completed within the extension time, the status icon changes from overdue to urgent. Both the completion time and extension time are set by the process designer.

The status icons and their meanings follow:


Icon Name Function

Initiate This icon indicates tasks the logged on user can initiate.

Current This icon represents tasks that are currently active.

Overdue This icon represents tasks which are overdue.

Urgent This icon represents tasks which are urgent.

Complete

This icon represents tasks where the associated incident is completed. Completed tasks can only be deleted if the associated incident is complete. Check the associated incident's status to determine whether or not the task can be deleted.

Assigned/Conferred This icon represents tasks assigned or conferred by another user.

Returned This icon represents tasks returned from a subsequent step.

Aborted This icon represents an aborted incident. Only the person who initiates an incident may abort it.

Disabled This icon represents that the process has been disabled in Ultimus Administrator.

Archived This icon represents the task has been archived.

Task list columns

The task list is broken down into the following columns. These columns may be changed for customized views (for more information, refer to Making Custom Views).

• Process Name: This column displays the name of the process when it was designed, such as "Purchase Order", "Time Sheet", or "Budget".

• Summary (Incident Summary): This column may be used to provide more information about the specific incident of the process. This is usually entered by the person who initiates an incident (such as "Purchase Order for Marketing Computer").

• Incident: This column displays a sequential number assigned to the process by Ultimus BPM Server each time a new incident of the process is initiated.

• Priority: This process displays the priority of any given task. This column displays the number between 1 and 9. 1 means the task has the highest priority and 9 represents the task has the lowest priority. The priority of a task is specified when the incident is created, but may also be changed as the incident is in progress.

• Time Due: This column displays the date and time by which the task should be completed. This is based on the Completion Time that was set by the process designer, and may be changed as the incident is in progress.

• Step: This column displays the step's label within the process as represented by the current task.

• Client Name: This column displays the process step's recipient as represented by the current task.

• Owner: This column displays the step's owner. • Version: This column represents the installed version of the process.


Incident status icons

The following icons are used to show the incident status. Incident status icons are only used in the Completed view. They appear beside the process name in Ultimus Standard Client, and in the status column in Ultimus Thin Client.

Icon Name Description

Active This icon represents the incident is currently active.

Completed The icon represents the incident is complete.


Setting User Preferences

Ultimus Standard Client can be configured to best suit one's personal work style. When using Ultimus Standard Client for the first time, the logged on user's e-mail address should be entered in the user preferences in order to receive e-mail notifications. User preferences set in Ultimus Standard Client are reflected in Ultimus Thin Client.

To set user preferences in Ultimus Standard Client, do the following:

1. Click the User Preferences button in the menu bar. The User Preferences dialog box appears.

2. Type the logged on user's e-mail address in the Email Address field. 3. Select a value from the Refresh tasklist every combo box (in minutes). This

determines how long Ultimus Standard Client waits before checking Ultimus BPM Server for new tasks.

Note:Click Ultimus Standard Client's Refresh button to immediately refresh the task list.

4. Click OK.

Selecting associates

Associates are used when one user re-assigns a task to another user. By naming associates, users are allowed to create a sub-group of individuals with whom they generally work. When one user re-assigns a task to another, that user selects from a list of associates who are likely to be the assignee for a selected task. This is easier than having to find someone in the long list of the entire organization. Associates configured in Ultimus Standard Client or Outlook 2000/2002/2003 client are also available in Ultimus Thin Client.

To name associates in Ultimus Standard Client, do the following:


1. Click the User Preferences button in the menu bar. The User Preferences dialog box appears.

2. Click the Associates button. The Associates dialog box appears and displays a list of all users within the organization.

3. Use the Add, Remove, and Remove All buttons to create a user's list of associates.

4. Associates can also be added using the Search button. To search for a specific user in the displayed list of users, click the Find button. The Search Associates dialog box appears.


5. Type in any name within the organization to search for and click the Find button in the Search Associates dialog box. The results are shown in the list box.

Note:

The search is performed only on users. The search does not include or apply to job functions or job function groups.

6. To select a person from the search results, select that individual from the list box and click the OK button. The person is added to the associates list.

7. Click OK.

Tip:

The wildcard character (*) may also be used in performing a search for a user to add to the associates list. For example, to search for everyone whose first name is George, enter George* and click Find.

Viewing User Information

The User Information dialog box provides a quick overview of the logged on user's name, log on name, job function, e-mail address, reporting relationships, and department name.

To view user information in Ultimus Standard Client, do the following:

1. Click on the User Information button in the toolbar. The User Information dialog box appears.

2. Click OK.


Using Ultimus Standard Client

This section covers general aspects of using Ultimus Standard Client. The following tasks will be discussed:

Working with tasks

• Changing the task list view (not available in Ultimus Thin Client) • Opening a form from the task list • Launching a new process incident • Viewing the online Help files for a process and a step • Creating a process template (not available in Ultimus Thin Client) • Sorting the task list • Deleting a task • Assigning a task to another user • Taking back a task • Aborting a process incident • Checking the status of a process incident • Requesting a task from a queue

Using task forms

• Using signature fields • Using spreadsheet grids • Using attachment controls • Completing tasks by filling in forms • Using fields that require user data inputs • Using protected fields in forms • Reading, writing, and printing memos • Working with form templates • Saving, returning, sending and printing forms • "Conferring" a task from one user to another • Sending tasks • Getting the next task


Working with Tasks

Using task tabs

Tasks are opened primarily from two views in Ultimus Standard Client: the Initiate and Inbox views. The Initiate view contains tasks for processes that the user may initiate. Tasks appearing in the Inbox view are those for processes in which the user is a participant.

Changing the task tab view

To change the task tab view, select a specific tab. The tasks displayed will pertain to the view selected.

Opening a form from task tabs

Each task has an HTML form associated with it. The form is used to complete the workflow tasks assigned to a user. Each form is designed to display or collect the information needed at each step of the process. Forms are unique to each process, and forms may be different for each step, depending on what information is needed.

To open a form in Ultimus Standard Client, do the following:

1. Select a task tab. The tasks associated with that view appear. 2. Double-click the task, or right-click it and select Open. A new Web browser

window opens and displays the form.

Notes:

• When a user loads a form in Ultimus Standard Client for the first time, Ultimus checks for the presence of the MFC42.DLL file. If that file is not present, it is installed automatically. This requires the user to reboot the system and open the form again.

• When a user opens a form that uses an Ultimus Standard control, the control is downloaded to the client computer. Before the control is downloaded, however, a prompt is displayed asking if the control is from a trusted source. This can be bypassed for Ultimus Standard controls by selecting the Always trust content from ULTIMUS check box when running the Ultimus Standard Client installation program. The next time a form is opened that uses the same control, the user will not be prompted.

Launching a new process incident

To launch a new process incident, do the following:


1. Click the Initiate tab (if that tab is not on display). The processes that the logged on user may initiate, if any, are listed.

2. Double-click a specific task, or right-click it and select Open. A new Web browser window opens and displays the form for the first step.

3. To complete the form, refer to the Using Task Forms section.

Each time the logged on users launch a process, a new process incident is started by them. An incident number is automatically assigned to the process by Ultimus BPM Server. The incident number appears in the Incident # column of the task list.

Depending on how the form is designed, an incident summary may be entered when the process is launched. The incident summary allows users to provide additional information on the incident. This allows other individuals participating in subsequent steps to have a better understanding of the task's purpose. The incident summary appears in the task list under the Summary column.

Users receive e-mail from Ultimus BPM Server when a process they have launched has completed.

Caution:

Ultimus BPM Suite 7.1 discourages using a Web link for a step when the step has a recipient type other than Anonymous in Web browsers (such as Favorites in Internet Explorer or BookMarks in Netscape). This would result in a failure to retrieve the proper Ultimus spreadsheet information upon form load from those saved Web links.

Viewing the online Help files for a process and/or a step

Ultimus clients allow users to view custom online Help files for a process and the current step in a process. These are simple HTML files created by the process designer that can be located on the intranet or Internet (for more information, refer to the Ultimus BPM Studio online Help).

To view online Help files for a process or step in Ultimus Standard Client, do one of the following:

• To view the Help file for a process, right-click the process name in the task list and select <process_name> Help (where <process_name> is the name of the Ultimus process that was selected). Ultimus Standard Client opens a new Web browser window and displays the Help file.

• To view the Help file for a step, right-click the process name in the task list and select <step_name> Help (where <step_name> is the name of a step in the Ultimus process that was selected). Ultimus Standard Client opens a new Web browser window and displays the Help file.

Note: Process and step level Help options will not work if a valid URL has not been specified at design time.


Creating a process template

In many cases, a user may initiate the same process again and again with different values. For example, every Friday a user may fill out a time sheet for the same set of projects that is worked on a regular basis. Or a user may initiate purchase orders for maintenance supplies on a monthly basis.

Users can create "default templates" in Ultimus Standard Client that save form data which remains constant. A user can, for example, create a default template purchase order for maintenance supplies and name it "Monthly Maintenance Supplies." Thus, every month that user can start a new process called "Purchase Order: Monthly Maintenance Supplies." The form fields that are the same every month are already filled out.

To create a process template in Ultimus Standard Client, do the following:

1. Open the form from the Initiate view in which a process template is to be created.

2. Type in only the data that is to appear in the template.

3. Click the Save Template button. The Save Template dialog box appears.

4. Type a description for the template. 5. Click OK. 6. Close the form. The default values for the template are saved and the template

appears in the Initiate view with a template icon. The description entered in the Save Template dialog box appears as the incident summary.

When the template is opened, the default values appear in the form. Multiple templates may be saved in this fashion.

Sorting the task list

In Ultimus Standard Client, any task list may be sorted based upon any of the columns displayed. For example, a task list may be sorted by process name or priority. Changes to the sort order and column width in the task list are retained when Ultimus Standard Client is closed and then re-opened.

To sort the task list, click the column label in the task list to sort in ascending order. The tasks are automatically resorted.


Deleting a task

Sometimes it may be necessary to delete tasks from a user's task list in order to remove completed work from the task list. Tasks may be deleted when the task and its process incident are completed.

To delete a task in Ultimus Standard Client, do the following:

1. Select a completed task associated with a completed process incident.

2. Click the Delete Task button in the toolbar, or right-click the task and select Delete Task. A query dialog box appears, confirming whether the task should be deleted.

3. Click Yes. The task is removed.

Note:Current, overdue, and urgent tasks cannot be deleted.

Ultimus BPM Server automatically deletes completed tasks and archived tasks after a set number of days. This number is configured by in Ultimus Administrator. See Ultimus Administrator online Help for details.

Assigning a task to another user

In Ultimus Standard Client, tasks can be assigned to someone else in the organization. Assigning tasks to others is useful when users receive tasks that are no longer their responsibility, when work is to be delegated to a subordinate, or when they plan to be out of the office and need their work distributed to others while they are away. The following options are available when assigning tasks:

1. Only selected task(s): Only tasks which are selected are sent to a designated person. Hold down the CTRL or SHIFT key to select multiple tasks.

2. All current tasks: This option routes all tasks listed as current, overdue, or urgent to a designated person. However, future tasks will not be routed to the designated person.

3. All future tasks: This option routes all future tasks to a designated person. Tasks that are currently in users' Inbox are still their responsibility. Future tasks may be assigned through a particular date. After that date, future tasks will automatically be routed to the original user.

Ultimus Standard Client also allows users to take back a task after assigning it to another user.

To assign tasks in Ultimus Standard Client, do the following:

1. Select tasks. Hold down the CTRL or SHIFT key to select multiple tasks.


Tip:If using either the All Current Tasks or All Future Task options, it is not necessary to select tasks.

2. Click the Assign Task button in the toolbar, or right-click the task and select Assign Task(s). The Assign Task dialog box appears.

3. Select a name from the To combo box. Only the names of associates appear (refer to the Setting User Preferences section on how to create the associates list).

4. Click the Only Selected Task(s), All Current Tasks, or All Future Tasks radio button.

5. To select all future tasks until a particular date, select the All Future Tasks radio button, click the Assign Until Date check box then click the date combo box. A calendar appears. Click a date to select when future tasks will no longer be routed to another user i.e., the date from when the user would start receiving the tasks again. For example: If users have assigned their tasks until 10th February. They would start receiving their tasks from the very first minute of 10th February.

6. Click Assign. A message appears, stating that the task(s) were assigned to the chosen user.

Taking back assigned tasks in Ultimus Standard Client

To take back assigned tasks in Ultimus Standard Client, do the following:

1. Click the Take Back Task button in the toolbar. The Take Back Tasks dialog box appears.


2. Select a task. Hold down the CTRL or SHIFT key to select multiple tasks. 3. Click the Unassign button. The Take Back Tasks dialog box closes and the

selected task(s) is returned to the original user's task list.

Note:The Refresh button may need to be selected before the task reappears in the task list.

If the Assign Until option is in effect, but it is now required to take back task(s) before the date those tasks are to be returned, then follow these steps:

1. Open User Preferences and click the Associates button. 2. Select one's own name in organization chart. Click Add, then OK.

3. Click the Assign Task button. 4. Choose one's own name from the To combo box. 5. Select the All Future Tasks radio button and choose the date until which future

tasks had been assigned. 6. Click Assign. The tasks are assigned back to the original user.

Note:

Tasks can be unassigned using Ultimus Administrator. To understand how to take back tasks through Ultimus Administrator, refer to Ultimus Administrator online Help.


Aborting a process incident in Ultimus Standard Client

Users can stop any incident of a process that they specifically had started by using the abort command. Aborting a process stops the process at its current step and prevents the process from going further. An incident that has been aborted cannot be restarted. Completed incidents cannot be aborted.

To abort a process incident in Ultimus Standard Client, do the following:

1. Select the currently completed task for an incident which the user has started.

2. Click the Abort Task button in the toolbar, or right-click on the task and select Abort Incident. The Abort Incident dialog box appears.

3. Enter a reason for aborting the incident in the message field. This message is added to the database and mailed to all incident participants.

4. Click Abort. The process incident is stopped immediately.

Checking the status of a process incident

Ultimus Standard Client users can view the status of any process incident in which they have participated. The default status view is tabular:

1. A listing of all completed and active steps 2. To whom each task was assigned 3. When each task was started or completed 4. The current status of the task.

Ultimus Standard Client users can also view the status in graphical format, which displays the process map and color-coded steps as seen in Ultimus Administrator.

The Graphical Incident Status displays the process map of the selected incident. The steps in the process map are color-coded as follows:

• Dark Green: The step has been completed. • Light Green: The step is currently active and requires the user at the step to

perform a task. • Normal: The step has not been invoked, either because the process has not

reached the step, or because the step was skipped due to conditional routing. • Red: The step has been returned. • Dark Red: The step was aborted. • Yellow: The task is in a queue associated with the step. • Orange: The step was delayed.


• Blue: The step can be resubmitted.

The name of the user who performed the task is also displayed on the map just below each step.

Viewing the incident status in Ultimus Standard Client

To view the incident status in Ultimus Standard Client, do the following:

1. Select an incident in the Completed view. 2. Click the Show Incident Status button in the toolbar, or right-click the task and

select Incident Status. The Incident Status dialog box appears and lists all steps for the associated incident and the status of each.

3. To view the incident status in graphical format, click the Graphical Status button. The Graphical Incident Status window appears.


4. To decrease or enlarge the map view, select a new percentage from the combo box at the top.

5. Close the window to return to the tabular view. 6. Click OK.

Requesting a task from a queue

If named as a member of a group who is the recipient of a queued task, tasks may be requested from the queue. When there is a task in the queue, each member of the group receives a new task notification. A user can either get the next queued task, or view all queued tasks and select one to perform.

To request a queued task, click the Get Next Queue Task button in the toolbar. The form for the next queued task opens.

Tip:The form for the next queued task can also be opened using Shift and left-clicking the Get Next Queue Task button.

Selecting a queued task

To select a queued task, do the following:

1. Click the View Queue List button in the toolbar. The Queue List dialog box appears.


2. Select a task. 3. Click the Select button. The queue task is now removed from the queue list and

added to the task list of the client user's inbox view.

Note:

In the Queue List window, Ultimus queue tasks are sorted first by Ultimus Priority (from 1 to 9), and then sorted by the time the queue task was activated.

Getting Next Queue Task

To immediately retrieve the next available queue task, click the Get Next Queue Task button in the Ultimus Standard Client tool bar. The queue task with the highest priority value (as defined in the Ultimus Priority system variable) will be delivered to the client user, and the form associated with the queue task will be presented.

Note:

An Ultimus Priority value of 1 is considered the highest value, and 9 is the lowest value.

As opposed to retrieving queue tasks across all processes, in order to retrieve a queue task specific to a process name and incident number, press the Shift key and click the Get Next Queue Task button. The following dialog box is presented to the client user.

Select the desired process name form the Select Process combo box and enter the desired incident number in the Enter Incident No field. Click OK to retrieve the queue task and open the associated Ultimus form.

Disowning a Task

If Ultimus Director has been licensed, users may “disown” tasks in Ultimus Standard Client. To disown a task means that the individual whom the task was assigned does not feel responsible for performing that task. This may be because it is no longer that


individual’s responsibility, or a task was routed to that individual by mistake. When a task is disowned, it is returned to Ultimus BPM Server and has no valid recipient.

If Ultimus Director is not licensed, then the disown feature is disabled.

To disown a task, follow these steps:

1. Right-click on the task to be disowned, then select Disown Task.

2. Ultimus Standard Client will query whether the task is to be disowned. Select Yes.

3. In the Disown Task dialog box, enter a reason why the task is being disowned. This text entered here will appear in Ultimus Director, and offers feedback to the Process Expert why the task has been disowned. The field within the Disown Task dialog box may accept 255 characters.

4. Select OK. The task has now been disowned, and will be removed from the Inbox view.

Note:The reason entered in the Disown Task dialog box should not be more than 255 characters.


Using Task Forms

Ultimus forms contain data fields that consist of text boxes, list boxes, combo boxes, radio buttons, and check boxes. These data fields behave in exactly the same way as they do on other Web-based forms. Ultimus also has the following additional data fields that are unique to Ultimus: signature fields, attachment controls, spreadsheet grids, image controls, and advanced placeholder controls. These unique data field elements are described below.

Signature fields

Ultimus Standard Client allows users to "sign" a document to verify authorization. The digital signature feature requires the user's password, so that even if Ultimus Standard Client is already open, that user is the only person who can sign the form.

To sign a form in Ultimus Standard Client, do the following:

1. With the form open, click the Signature button. The user name validation dialog box appears.

2. Type in the log on password into the Please enter password field. 3. Click OK.

After the password is entered, the user's "signature" is entered into the signature field and is displayed with a signed background. The signed pattern identifies this field as a password-protected signature field and subsequent users in the process will know that the signature is valid.

Note:

If the signature field is a required input and a user attempts to send the form without signing it, a warning message is displayed. The form must be signed before it can be sent.

Unsigning a form in Ultimus Standard Client

To unsign a form in Ultimus Standard Client, do the following:


1. With the form open, double-click the signature field. The user name validation dialog box appears.

2. Enable the Remove Signature check box. 3. Click OK.

Spreadsheet grids

Spreadsheet grids allow large amounts of data to be entered in an array format. Thus, it works as a "grid" of edit fields, just like a spreadsheet. If the size of the grid is larger than the size which can be displayed on-screen, vertical and horizontal scroll bars appear to allow adjustment of the viewing area. The TAB key may be used to move the cursor between cells in the grid.

Attachment controls

The attachment control allows users to send additional information or files to subsequent steps of a process. In Ultimus Standard Client, the attachment control displays the icon for the application used for working with the document or image and allows for the attachment of multiple files (provided the process is set up for attaching multiple files).

Attaching a file in Ultimus Standard Client

To attach a file in Ultimus Standard Client, do the following:

1. With the form open, click the Attach button. The Attach Files dialog box appears.

2. Select the file to be attached. 3. Click the Open button. The file is added to the attachment control.

Removing an attached file in Ultimus Standard Client

To remove an attached file in Ultimus Standard Client, right-click the attachment control and select Remove. The file is removed.

Opening an attached file in Ultimus Standard Client

To open an attached file in Ultimus Standard Client, double-click the file icon in the attachment control. The attached file opens.

Note:The user opening the file attachment must have the program with which the file is associated installed on their computer.


Required inputs

Some form fields may require mandatory input. Fields can be declared as "required fields" when the form is designed. A required form field must be completed before the user can complete the task or send a form. If there are required data fields that have not been completed and a user attempts to send the form, a warning message will be displayed. The cursor is placed on the field which requires an input.

Protected fields

Some fields in a form are protected as read-only. Protected fields cannot be accessed with the mouse or the TAB key.

Read, write, and print memos in Ultimus Standard Client

Ultimus Standard Client lets users read, write, and print memos that continue to subsequent steps in the process.

Opening memos from forms

To open a step level memo, launch an Ultimus Standard Client form and click the View Memos button. The View Memos button appears in the toolbar of every form. When the form is sent to the next step, the View Memos button blinks to inform users of subsequent steps when there is a memo. Memos (if any) are displayed as read-only, with the memo text appended by who composed the memo. The next person in the process can then write a new memo and the new memo text will be saved once the task is submitted.

To read or enter a custom memo at any step in Ultimus Standard Client, do the following:

1. Launch the form for the required step from the Initiate/Inbox/Complete or custom view(s).

2. Click the View Memos button in the form toolbar. The Memos dialog box appears.


The Current Memos field is a non-editable field. It contains an aggregate list of all memo values entered at the form level from all previously completed steps in the process incident.

3. Type a new message in the Your Memo edit area. 4. Click OK.

Note:Forms launched for completed tasks provide read-only memos. No new information can be added to these memos.

Printing memos

To print the memos, do as follows:

1. Launch the form for the required step from the Initiate/Inbox/Complete or custom view(s).

2. Click the View Memos button in the form toolbar. The Memos dialog box appears.

3. Click the Print... button in the Memos dialog box.


Opening Incident Memos from views

The Incident Memo function is a read-only interface where all memos entered throughout the life of an incident may be viewed. To open Incident Memos, do as follows:

1. From the Ultimus Standard Client interface, in any task list, right-click the task and select Incident Memo. The Memo dialog box appears.

2. Click OK.

Note:

For completed forms, memos when opened from forms show the memo of that step only where as the incident memos show an aggregate list of all memo values entered at the form level from all previously completed steps.

Working with form templates

Form templates are very handy if a form is to be submitted more than once with the same data or with few changes in data. Suppose in a business process a customer often places orders for some specific products. Every time the order is placed, the customer at the first step of the workflow process has to provide the same information, such as the customer name, address, telephone number, and the like. Entering the same information again reduces work efficiency. Under such a scenario, Ultimus allows the usage of form templates. Form templates are used to submit a form with modified data, whereby the repeating data is not required to be entered again. Form templates are available only in the Initiate view.


To create a form template, do the following:

1. Open a form for a step and enter data in the desired form fields.

2. Click on the Save Template button. The Save Template dialog box appears.

3. Enter a description for the form template and click OK. The form template is

saved and can be viewed in the Initiate view of the client task list. 4. To submit a form based on a form template, double-click the form template in the

task list. 5. Data entered into form fields during template creation automatically appears on-

screen. 6. Modify the data as per requirements and click the Submit button to submit the

form.

Note:All associated templates are deleted upon re-installation of a process.

Saving a form in Ultimus Standard Client

Users can save a form and work with it later. When a user saves a form for a process, the task remains in the current view for that user.

To save a form in Ultimus Standard Client, do the following:

1. Click the Save button. 2. Close the form. The form closes and the task remains in the task list.

Returning a form

When a form is returned, it is sent to a previous step, depending on how the process was designed. Returning a form is useful and often necessary if it is received with incomplete or incorrect data. When returning a form, it is best practice to attach a memo explaining why the form was being returned.

To return a form in Ultimus Standard Client, click the Return button. The form dialog box closes and the task is removed from the user's task list.


Sending a form

Once a form is completed, it is ready to move to the next step in the process.

To send a form in Ultimus Standard Client, click the Send Form button. The task moves from the Inbox view to the Completed view of the task list.

Note:

The following message appears when the Submit button is clicked in an InfoPath form: "Do you want to save changes to the Ultisapipdf.dll?" Click Yes to complete the task.

Printing forms in Ultimus Standard Client

Users can print forms from Ultimus Standard Client.

To print a form in Ultimus Standard Client, do the following:

1. Open the form. 2. Click the Print button. The Windows Print dialog box appears. 3. Modify the parameters as needed and click OK.

Note:

To be able to print data entered into the controls, the destination cell must be linked to the spreadsheet or linked to a variable name. This holds for all controls on a form since while printing, Ultimus selects data from the spreadsheet. Text does not print within an edit box froma client form if there is not a destination cell linked. For details about linking form controls to a spreadsheet, refer to the Ultimus BPM Studioonline Help.

Conferring a task in Ultimus Standard Client

Ultimus enables Ultimus Standard Client users to send a task to someone else to confer with them about that task. The user to whom the task is assigned can only "return" that task to the original user. In order to confer a task, the user must have previously defined a list of associates (for more information on associates, refer to Selecting Associates).

To confer a task in Ultimus Standard Client, do the following:

1. Open the form. 2. Click the down-arrow button beside the Send Form button and select an

associate from the list that appears. A message appears, asking confirmation whether to send the task to the selected associate.


3. Click OK. The form dialog box closes and the task is sent to the selected associate.

Conferred tasks appear as assigned tasks in the selected user's Inbox view. However, when the selected user finishes conferring with the task, it returns to the original recipient's Inbox view. The step is not completed until the original recipient sends it. It does not appear in the "conferee's" Completed view.

Sending and getting the next task

Using the option Send and Get Next Task, a user can submit a completed task for an incident and get the task of a new incident without waiting for the form to close after task-submission and having to open the form again for the next incident. This option is extremely useful when a user wants to complete/submit tasks for the same step of a process in multiple incidents. For large-sized organizations, this feature is very useful, as it allows saving considerable time for submitting tasks at a fast rate.

To send and get the next task in Ultimus Standard Client, do the following:

1. Open the form. 2. Click the down-arrow button beside the Send Form button and select the option

Send and Get Next.

3. The task is submitted and the next task is retrieved from Ultimus BPM Server. While Ultimus Standard Client submits and retrieves the next task, a progress bar is shown at the top right corner.



Advanced Features

This section describes the following advanced features of Ultimus Standard Client:

• Viewing Archived Forms • Making Custom Views


Viewing Archived Forms

Archiving forms is a powerful feature that automatically archives steps in a workflow process. When designing a process, the process designer can archive any step or any combination of steps. When an archive-enabled step is completed, a copy of the associated form(s) is saved in an archive database. These forms can be viewed only by those Ultimus Standard Client users who have been assigned access rights to archived forms in Ultimus Administrator. For more information how to assign access rights in Ultimus Administrator, refer to Ultimus Administrator online Help.

To view archived forms, do the following:

1. Click the Archive tab. The list of archived forms appears in the task list. Each task represents a completed step in a process that was archive-enabled when the process was designed.

2. Double-click the task, or right-click it and select Open. A new window opens and displays the form in read-only mode.

Notes:

o Archived tasks that have the option Allow Resubmitgranted can be resubmitted from the archive view as well. Such tasks can only be resubmitted by a user assigned to the respective step when the process was designed.

o If the access right to view archived forms has not been granted, archived forms are not visible.


Creating Custom Views

Ultimus Standard Client allows users to create customized views to view tasks for themselves and those of subordinates. Custom views allow users to filter tasks based on specific criteria, such as status, process name or due date. While custom views cannot be created in Ultimus Thin Client, any custom views created in Ultimus Standard Client are available for viewing tasks in Ultimus Thin Client.

Defining or editing views in Ultimus Standard Client

To define or edit views in Ultimus Standard Client, do the following:

1. Click the Customize Views button. The Customize Views dialog box appears and defaults to the General tab. Currently defined views appear in the list box on the left.

2. Perform one of the following:

o To create a new custom view, click the New View button.


o To modify an existing view, select it from the list box.

3. If creating a new view, enter the title of the view in the Title field. This is the label that appears under the View icon in the view list.

4. Click the Browse button beside the User field. The Subordinates dialog box appears.

5. Select the users, including yourself, of whose tasks are to appear in the new view. Custom views can be made of one's own tasks and those of subordinates.

6. Click OK. 7. Click the Task Status check boxes for the tasks that are to appear in the view. 8. If viewing only archived tasks, click the View Archived Tasks Only check box.

This function is only available in Custom Views. 9. To restore the default settings for any of the pre-defined views, click the Restore

Default Views button. The properties for all of the pre-defined views return to their original values. This applies to the advanced and toolbar settings as well.

10. To delete a view, click the Delete View button. A message appears, asking confirmation to delete the view.

11. Click Yes. The view is deleted from the view list.

Note:Clicking the Restore Default Views button will also restore any deleted default views.

12. Click Done to close the dialog box.


Advanced functions in Ultimus Standard Client views

Defining custom views also offers several advanced functions, such as designing process-specific views, which toolbar buttons appear for a particular view, default summary labels, and more.

To modify the advanced functions for a view, do the following:

1. Click the Customize Views button . The Customize Views dialog box appears.

2. Select the view (for example Initiate, Inbox, Completed, Archive or other) and click the Advanced tab. The Advanced properties appear.

Note:The Time Due filter will work only for those tasks in which due time was defined.

3. If a view is to be specified to a process, select the process from the Process Name field. This is primarily used when configuring databound variables as


column headers (for more information, refer to the following subsection, Defining Databound Variables as Column Headers in a View).

4. Click the Columns button. The Columns in Tasklist dialog box appears.

5. Use the check boxes to determine which task list columns are displayed. These

columns may be rearranged using the Up and Down arrows. 6. If a view has a column using databound variables, click the Refresh Databound

Variables button. For more information on creating column headers using databound variables, refer to the following subsection, Defining Databound Variables as Column Headers in a View.

7. Click OK. 8. Enter the incident summary in the Summary field. 9. If a view is to be specific to a particular step in the selected process, select that

step from the Step Label combo box. 10. Enter a range (1-9) to filter by priority (such as 1-3) in the Priority fields. For a

single priority (such as 1) enter the same number in both fields. 11. Select a Due Date or range from the combo box. Your selection determines the

fields that appear below, such as for a range. 12. Click Done.

To modify the toolbar buttons for a view, do the following:

1. Click the Customize Views button. The Customize Views dialog box appears.

2. Select the view to be customized and click the Toolbar Buttons tab. Check boxes for each toolbar button appear.


3. Enable the check boxes to select which buttons are to appear in the custom view. 4. Click Done.

Defining databound variables as column headers in a view

Ultimus Administrator allows databound variables to be specified as column headers within a view. This enables users to customize views so that they can display information specific to their needs. Using databound variables as column headers limits the view to one process.

To configure databound variables as column headers in a view, do the following:

1. Open the map properties for a process and link it to a databound database. For details on linking a process map to a database, refer to the online Help for Ultimus BPM Studio.

2. In the data view, create at least one Main Spreadsheet variable and link it to one of the columns in the database. For details on creating databound variables, refer to the online Help for Ultimus BPM Studio.

3. Install the process using Ultimus Administrator. For details on installing processes, refer to the online Help for Ultimus BPM Studio.

4. Open the Client Views as described previously. When selecting the Columns button in Advanced tab, the databound variables appear as check


boxes below the default columns. Enable the check boxes for the columns that are to appear.

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