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8.3 WorkflowGen Administration Guide

This guide describes all the screens of the WorkflowGen Administration Module and provides a complete list of related operating rules. It also describes the built-in workflow applications and how to use them. It is an important resource that will assist you in understanding how the software behaves under various situations.

The guide also includes a list of possible errors along with their explanations.

Administration Module Overview

Overview

The WorkflowGen Administration Module is a web application whose main functions are:

Managing directories, groups, and users
Defining processes and global information
Defining security relating to users and processes

Since these operations are highly sensitive, access to and management of the Administration Module should be considered carefully.

Administration Module access

The Administration Module can be accessed through the following URL: http://yourwebsite/wfgen/admin/default.aspx.

default.aspx is optional if preconfigured as the default document of the WorkflowGen website.
yourwebsite can be a DNS or an IP address; however, a DNS address is recommended to ensure a smooth transition in the event that the site is moved to different servers, or if using a web farm configuration.

Authentication

Depending on the authentication method chosen by the WorkflowGen Administrator, you may have to enter a username and a password when you want to log in to WorkflowGen. These login credentials can also correspond to the ones used when you open a Windows session.

Language selection

You can choose a language from the home page of the Administration Module. If the list is not displayed, the application has been configured to use a specific language. The country beside the language allows the system to use the correct regional settings in the application (mainly in displaying dates or numeric values).

For example, English (United Kingdom) corresponds to an English GUI with the regional settings of the United Kingdom (date format: dd/mm/yyyy), while English (United States) corresponds to an English GUI with the regional settings of the United States (date format: m/d/yyyy).

Currently, you can choose from the following languages:

English (Australia)
English (Canada)
English (United Kingdom)
English (United States)

Administration Module structure

Click Directories in the banner menu to access the Directories screen.

Click Directories to open the Directories list.

Click Processes in the banner menu to open the Process folders list.

Click Participants in the banner menu to open the Participants list.

Click Applications in the banner menu to open the Applications list.

Click Categories in the banner menu to open the Categories list.

Click Global Lists in the banner menu to open the Global Lists list.

Click Portal in the banner menu to access the User Portal.

Process workflow

On the Administration Module home page, click an entry in the process list to access the Process workflow, which includes the following tabs:

Information
Participants
Data
Form

Double-click an action in Graphical view or click an entry in List view to open the Edit action form, which includes the following tabs:

Information
Parameters
Next actions
Notifications

The Process workflow screen also includes the following links:

Full screen
Report
Test

Process management

In the process management section on the Administration Module home page, click:

Processes to access the Process folder list and subsequently the Process list and Process form.
Participants to access the Participants list and subsequently the Participants form.
Applications to access the Applications list and subsequently the Application form.

User management

In the user management section on the Administration Module home page, click:

Directories to access the Directories list and subsequently the Directory form (see ).
Users to access the Users list and subsequently the User form (see ).
Groups to access the Groups list and subsequently the Group form (see ).

See for information on how to use these features.

Configuration Panel

The Configuration Panel includes the following tabs:

General
Portal
Administration
Directory synchronization

See for information on these settings.

Resource center

Click Resource center to access the WorkflowGen Resource center website.

Nomenclature

Most of the information that is kept in the WorkflowGen database is identified through a combination internal ID name.

For technical reasons and legibility, these names must contain only characters: alphanumeric combinations, hyphen (-), and underscore (_) characters (no spaces).

Administrators can limit the characters to the ANSI table or allow the use of the entire range of alphanumeric characters, including double-byte characters (Unicode).

On the Administration tab in the Configuration Panel, select the Name encoding restriction checkbox. In most cases, the name must not be longer than 30 characters.

Security

Access to the Administration Module is limited to users with an administrator profile and users that are participants designated as process managers. However, during the software installation, access control may be deactivated temporarily.

Once authentication is activated, the following restrictions apply:

Administrators have no access restrictions except for the Configuration Panel, which requires specific access rights (see the for more information).
Process managers have access to the process definition and the statistics of their folders; however, they have no control over directories, groups, user management, delegations, global participants, or application management.
Process supervisors can access the statistics of their processes from the User Portal, but cannot log in to the Administration Module.

Deleting and archiving

To maintain the integrity of completed requests, information cannot be deleted if it relates to the process definition or to global data. Similarly, information used in real (active) requests made by users cannot be deleted.

User Management

Overview

To participate in a process or manage processes, the user must be identified as a user in WorkflowGen and have an account (username and password) in the company directory that WorkflowGen will use for authentication.

Users can be members of one or more directory groups; however, a directory group cannot belong to another directory group.

A user may have an active or inactive status. If a user’s status is set to inactive, they cannot access the application.

A user can only be truly deleted from the WorkflowGen database if they are not referenced anywhere in WorkflowGen. If they are referenced, then the user will be archived. Archiving means that the username will be renamed and will be set to archived status, and the user will no longer be able to access the application.

Several directories can be managed in WorkflowGen. This is particularly useful when the synchronization module is used. For example, one directory can be managed manually in WorkflowGen while another can be synchronized based on an existing directory (e.g. Active Directory). Even if many directories are being used, each username must be unique across the entire system. If multiple directories are being used to synchronize several Active Directory domains, domain names can be prefixed to the user name to eliminate the unique user issue (in the event that user names are identical across domains).

User management can only be performed by users with an administrator profile.

By default, WorkflowGen is installed with the WORKFLOWGEN directory and one administrative user, neither of which can be deleted.

Directories

Directory screen

On the Administration Module home page, click Directories to display the Directories list.

Links

Remarks

Directory list

Editing a directory

To edit a directory, click its name in the Directory list.

Deleting a directory

The WORKFLOWGEN directory cannot be deleted.
A directory containing users or groups cannot be deleted.
A directory can only be deleted if it is empty.

Delegations

Delegation list screen

Filters

Delegation list

Adding a delegation

When adding a new delegation, you can decide whether or not to send a notification email to the delegated user via the displayed message box.

A delegation is unique based on the process, the participant, the delegator, the delegatee, the begin date, and the end date. This means that you cannot define multiple time periods for a given delegation.

As of WorkflowGen 8.0.3:

You can define cross-delegations on overlapping periods between the same users on the same participant.
You can define multi-level delegations, so if user A has delegated actions to user B, user B can then delegate these actions to user C.

Deleting a delegation

Deleting a delegation does not delete the associated user.

Process versioning

Delegations are process version-specific:

New versions of a process copy all existing delegations where possible, based on matching participant names.
Since delegations can only be created for active processes, delegations are only carried forward when a versioned process is activated.
A delegatee can only see the delegator’s actions and requests from the version at which they were delegated the role, and going forward if copied by creating a new version and not changed subsequently.

Global Information

Overview

Global information relates to information that can be used by all processes:

represent the company’s organization in the management and execution of processes.

Participants

Participants list

Participants screen

Management

Lifecycle

The Form Designer creates a web form (ASPX and code-behind) that's based mainly on both ASP.NET Framework and WorkflowGen.My libraries.

This gives you the advantage of many possibilities for customizing and integrating the web form to your specific needs, especially in an advanced and integrated development environment such as Visual Studio.

Example of the process lifecycle

A first version is created, which is done quickly and easily using the built-in form designer. The end-users will then test the first version as proof of concept.
Later, the process can be deployed for production if it meets the business's and end-users' expectations.
If there are custom or advanced functionalities required in a new version that aren't available in the built-in form designer, then the process can be migrated to the web form development.

Migrating a process

In order to migrate a process with a built-in form to a process web form, follow these steps:

Create a new version of or duplicate the process.
Uncheck the Built-in form designer option in the New process information tab.
In Visual Studio, open the web form website with the folder path (\wfgen\wfapps\webforms[process name]\V[version number]) and start your development.

Security

All connection strings in \wwwroot\wfgen\web.config are available for use in the Form Designer and Global Lists except for the master database connection string. While the application tries to verify that user-supplied SQL queries used in these contexts are secure and contain only SELECT statements, you should also make sure that exposed connection strings are secured at the database level. This means that if you don’t want a process manager or a Global List manager to be able to update or modify a certain database, the connection string should have read-only access to your database.

Keep in mind that process designers can also use any connection string that they have access to from the Form designer’s code-behind editor. If you want to restrict a Global List manager’s access to a connection string, while still allowing the process designer to use it, you should add the connection string to the web form application’s web.config (\wwwroot\wfgen\WfApps\WebForms\web.config).

Connection strings in web forms'web.config files are not exposed in the WorkflowGen UI, so for process designers to be able to use them, they must know the name of the connection string. This is also a convenient way to give different process managers access to specific connection strings.

XMLTRANS Workflow Application

Overview

The XMLTRANS workflow application transforms any XML document to any kind of other format using an XSLT sheet.

How it works

UPDATEPROCESSDATA Workflow Application

Overview

The UPDATEPROCESSDATA workflow application allows you to update process data associated with a request. It provides a simple solution for inter-process communications.

COMPLETEACTION Workflow Application

Overview

The COMPLETEACTION workflow application lets you complete an ongoing action with the corresponding parameters. It provides a simple solution for inter-process communications and synchronization.

GETPROCESSDATA Workflow Application

Overview

The GETPROCESSDATA workflow application lets you retrieve process data values for a specified request. It is very useful for inter-process communications.

As an initial sub-process action, GETPROCESSDATA provides a flexible alternative to the sub-process parameters, since it involves no versioning management constraints with the parent process.

GETFORMDATA Workflow Application

Overview

The GETFORMDATA workflow application lets you retrieve form field values for a specified request. It is useful when you need to retrieve form data which is not mapped to process data.

GETFORMDATA can only be used with TEXT, NUMERIC, and DATETIME type fields and data.

COPYDATA Workflow Application

Overview

The COPYDATA workflow application is used to copy data from a parameter to a different data.

How it works

SENDMESSAGE Workflow Application

Overview

The SENDMESSAGE workflow application lets users send SMS notifications using the Twilio SMS platform; to use this application, you’ll need to set up an account on the Twilio website at https://www.twilio.com/sms.

How it works

The SENDMESSAGE application requires two parameters (BODY and TO) and associating these with their corresponding IDs.

The values that correspond to the ACCOUNT_SID, AUTH_TOKEN, and FROM parameters are required to connect to Twilio, but these are generally configured in the Instant messaging section on the General tab in the Configuration Panel. However, if they have been configured in the SENDMESSAGE action in the process, these values will override any corresponding values set in the Configuration Panel.

Parameters

Required parameters

Optional parameters

* These parameters must be associated to a Twilio account.

DOCAPOSTECHECK Workflow Application

Overview

The DOCAPOSTECHECK workflow application lets you check the status of a transaction and download the associated files.

How it works

You can check the status of a transaction and download the file from Docaposte.
Application logs are available. These can be specified by setting the value of the DocaposteCheckLogLevel parameter in the web.config file to 0 to disable logging, 1 for error logs, 2 for information logs, or 3 for debug logs; The default value is 0.

Required parameter

Optional parameters

Docaposte configuration

General

Example with DOCAPOSTESEND

In the following example, the DOCAPOSTESEND action is directly followed by the DOCAPOSTCHECK action. This action will loop back onto itself until the status is other than OPEN.

If the returned status meets the condition, the document will be downloaded from Docaposte.

With the system loop action function, the DOCAPOSTECHECK action will be executed every x seconds until the OUT condition is met.

YOUSIGNCHECK Workflow Application

Overview

The YOUSIGNCHECK workflow application lets you verify the status of an agreement and download its associated file, which is a concatenation of attached files.

How it works

You can verify the status of an agreement and download the file from Yousign based on your status criteria.
Application logs are available. These can be specified by setting the value of the YousignCheckLogLevel parameter in the web.config file to 0 to deactivate logs, 1 for error logs, 2 for information logs, or 3 for debug logs; the default value is 0.

Configuring the Yousign API

For instructions on how to configure the the Yousign API, see the section in the chapter.

Required parameter

Optional parameters

Yousign configuration

General

Example with YOUSIGNSEND

In the following example, the YOUSIGNSEND action is directly followed by the YOUSIGNCHECK action. This action will loop back onto itself until the status changes to done, canceled, expired, deleted, or rejected.

If the status returned meets the condition, the document will be downloaded from Yousign.

With the system loop action function, the YOUSIGNCHECK action will be executed every x seconds until the OUT condition is met.

Error Messages

License

Administration Module Overview

Overview

The WorkflowGen Administration Module is a web application whose main functions are:

Managing directories, groups, and users
Defining processes and global information
Defining security relating to users and processes

Since these operations are highly sensitive, access to and management of the Administration Module should be considered carefully.

Administration Module access

The Administration Module can be accessed through the following URL: http://yourwebsite/wfgen/admin/default.aspx.

default.aspx is optional if preconfigured as the default document of the WorkflowGen website.
yourwebsite can be a DNS or an IP address; however, a DNS address is recommended to ensure a smooth transition in the event that the site is moved to different servers, or if using a web farm configuration.

Authentication

Language selection

Currently, you can choose from the following languages:

English (Australia)
English (Canada)
English (United Kingdom)
English (United States)

Administration Module structure

Click Directories in the banner menu to access the Directories screen.

Click Directories to open the Directories list.

Click Processes in the banner menu to open the Process folders list.

Click Participants in the banner menu to open the Participants list.

Click Applications in the banner menu to open the Applications list.

Click Categories in the banner menu to open the Categories list.

Click Global Lists in the banner menu to open the Global Lists list.

Click Portal in the banner menu to access the User Portal.

Process workflow

On the Administration Module home page, click an entry in the process list to access the Process workflow, which includes the following tabs:

Information
Participants
Data
Form

Double-click an action in Graphical view or click an entry in List view to open the Edit action form, which includes the following tabs:

Information
Parameters
Next actions
Notifications

The Process workflow screen also includes the following links:

Full screen
Report
Test

Process management

In the process management section on the Administration Module home page, click:

Processes to access the Process folder list and subsequently the Process list and Process form.
Participants to access the Participants list and subsequently the Participants form.
Applications to access the Applications list and subsequently the Application form.

User management

In the user management section on the Administration Module home page, click:

Directories to access the Directories list and subsequently the Directory form (see ).
Users to access the Users list and subsequently the User form (see ).
Groups to access the Groups list and subsequently the Group form (see ).

See for information on how to use these features.

Configuration Panel

The Configuration Panel includes the following tabs:

General
Portal
Administration
Directory synchronization

See for information on these settings.

Resource center

Click Resource center to access the WorkflowGen Resource center website.

Nomenclature

Most of the information that is kept in the WorkflowGen database is identified through a combination internal ID name.

For technical reasons and legibility, these names must contain only characters: alphanumeric combinations, hyphen (-), and underscore (_) characters (no spaces).

Administrators can limit the characters to the ANSI table or allow the use of the entire range of alphanumeric characters, including double-byte characters (Unicode).

On the Administration tab in the Configuration Panel, select the Name encoding restriction checkbox. In most cases, the name must not be longer than 30 characters.

Security

Once authentication is activated, the following restrictions apply:

Administrators have no access restrictions except for the Configuration Panel, which requires specific access rights (see the for more information).
Process managers have access to the process definition and the statistics of their folders; however, they have no control over directories, groups, user management, delegations, global participants, or application management.
Process supervisors can access the statistics of their processes from the User Portal, but cannot log in to the Administration Module.

Deleting and archiving

Participants

Process participant list screen

Participant list

Participant form

In read-only mode if the participant is of the global type.
Only one requester is allowed per process.
Accessible only to List of persons and List of persons with coordinator type participants.
Accessible only to

Association with the directory

* Visible only if associated with a user or a coordinator and when the number of users in the base is greater than the limit set by the software administrator.

A Person type participant can only be associated with a single user.
A List of persons type participant is associated to one or several users or groups or directories.
A List of persons with coordinator type participant is associated with one or several coordinators and to one or several users, groups or directories.

Deleting a participant

A participant cannot be deleted if the participant is being used in a process action.

Adding a global participant

A global participant can only be associated once to a process.

Process requester

There can only be one participant in the Requester role in a process.

Process supervisor

There can be multiple participants with the Supervisor role in a process, each with different security settings and different follow-up access specified via the limited scope query.

Changing the participant type

The following conditions apply when changing the participant type:

Person to List of persons or List of persons with coordinator(s): The participant must not be used in a process action.
List of persons to Person: A single user must be associated to the participant, and the participant must not be used in a process action.
List of persons to List of persons with coordinator(s): Add at least one coordinator.

Supervisor limited scope

The supervisor limited scope feature allows dynamic filtering of requests and action follow-up access for process supervisors. When a user is associated with a process supervisor participant with limited scope access enabled, the User Portal homepage follow-up results, portlet RSS feeds, follow-up search results, and statistics reports will be shown only with accessible requests and actions. The supervisor limited scope is defined using criteria conditions in which the syntax is similar to SQL query criteria conditions and allows the usage of a user’s profile and requests data information as filter criteria in the query definition.

Definitions

A limited scope query can be defined for process participant with the process supervisor role only. You need to add a new process or edit a process supervisor participant and define the query in order to enable the limited scope feature. The query length is limited to a maximum of 255 characters.

If a query is empty, then the process supervisor has follow-up access to all requests and actions of the specific process.

Query help

To access online supervisor limited scope query definition help, click the Query (Help) link.

Query syntax validation

Click the Test link to validate the syntax of a supervisor limited scope query. Saving an invalid syntax query is not allowed.

Available fields and macros for queries

The fields and macros available for supervisor limited scope queries are listed below. The fields refer to the user’s profile information. You can also use request data as a comparison value in criteria conditions for a query to filter the results.

* Macros only support hard-coded static text as a parameter. Indicating a process data name is not supported. For example:

Valid: {ISMEMBER(my_group_name)}
Not valid: {ISMEMBER(@GROUP_NAME)}

Query examples

This example matches requests/actions for users is in the province of Quebec:

This example matches requests/actions for users who have an email ending with advantys.com:

This example matches users in my group:

This example matches requests/actions for users whose department is equal to the value of the DEPT_DATA request data:

Comparing a text to a request data

To compare a text to a request data, you must inverse the comparison order, with the text first, followed by the operator and the data.

This example matches requests/actions for users whose city is equal to the value of the MY_CITY request data and the value of the MY_COUNTRY request data is CANADA:

Comparison operators

You can use standard SQL comparison operators such as =, !=, <>, IS NULL, NOT IS NULL, LIKE, NOT LIKE, etc.

For better compatibility, it is recommended to use standard operators that are supported on the database hosting WorkflowGen.

📌 Example

This example matches requests/actions for users who are not located in Montreal:

Logical operators and parentheses

You can use standard SQL logical operators such as AND and OR to combine multiple criteria conditions to a maximum of 255 characters length in the query. When there are many criteria conditions, it is strongly recommended to use parentheses to logically enclose them.

📌 Example

This example matches requests/actions for users who are located in either Toronto or CITY_DATA of CANADA:

Text values

Text values in criteria conditions must be enclosed between single quotes. Double quotes are not supported for enclosure but are valid as a value. Wildcard characters such as % (percent sign) and _ (underscore) can be used with the LIKE operator.

📌 Example

This example matches requests/actions for users whose last name starts with AN:

Request data

You can use request data in criteria conditions to filter requests dynamically, since the request data value can be different from one request to another. To do this, call these request data in the criteria condition by prefixing them with the @ character.

📌 Example

This example matches requests/actions for users whose company is equal to the value of request data DATA1:

(DATA1 is an arbitrary convention; any request data name may be used.)

Ensure that the requested data name used in the criteria condition has the exact name as the one defined in the WorkflowGen process data list.

Macros

You can also use macros in criteria conditions contained in the query. You just have to add an available macro in the criteria condition.

📌 Example

This example matches requests/actions for a user who is member of the Dev group, member of the WORKFLOWGEN directory and comes from Montreal:

It is very important to respect the syntax in the Available macros list.

Performance impacts

In some cases, the WorkflowGen User Portal is reduced in performance or has a slower response time when the limited scope is applied for a process supervisor with filtering queries that use LIKE operators and wildcard characters (%,_) in criteria conditions. The is due to a possible large amount of information that needs to be filtered by the limited scope engine for user accessible requests and actions.

We suggest testing the supervisor-limited scope query in a development environment before releasing for production.

GETUSERSFROMDIR Workflow Application

Overview

The GETUSERSFROMDIR workflow application lets you retrieve a username list, a user email list, or a user ID list. These lists are obtained from a WorkflowGen automatic system action that executes SQL queries on the WorkflowGen database. They can either be used for automatic notifications or to define the users of an action in a WorkflowGen process (by storing the output of GETUSERSFROMDIR as a data element and using the resulting data element to specify the users in the notification or action assignment).

Definitions

The x character: The x character in some parameter names means that there can be more than one instance of the parameter. For example, QUERYx_CMD means there can be QUERY1_CMD, QUERY2_CMD, QUERY3_CMD, etc.
Action: You must create a GETUSERSFROMDIR type WorkflowGen action to use this application.

List of available fields and macros for queries

Listed below are the fields and macros available for the queries created in the QUERYx_CMD parameters. They can be used in the conditions for these queries to filter their results.

📌 Examples

This example returns a username list of users in the province of Quebec:

This example returns a username list of users that have email addresses ending with advantys.com:

This example returns a username list of users in my group:

Using additional parameters

`QUERY1_CMD`: Executing an SQL query

Description

To execute an SQL query, you must add the QUERY1_CMD IN parameter to the action. If the parameter is empty or non-existent, no operation will be performed.

📌 Example

This example returns the Montreal username list in the RESULT_LIST parameter:

`RESULT_LIST` / `QUERYx_RESULT_LIST`: Retrieving queries results

Description

To get the result of all the queries (username list in string format), you must add the RESULT_LIST OUT parameter to the action. To retrieve the result by query, you have to add the QUERYx_RESULT_LIST OUT parameter for each query (associated to their process data).

📌 Example

This example returns the username list of Montreal, Toronto, and New York in the RESULT_LIST parameter. QUERY1_RESULT_LIST contains the username list of Montreal, QUERY2_RESULT_LIST contains the username list of Toronto, and QUERY3_RESULT_LIST contains the username list of New York. RESULT_LIST contains the usernames of all three QUERYx_CMD parameters.

As of WorkflowGen version 7.15.0, the result of a query returned into a TEXT process data no longer has a 4000-character limit for MS SQL Server database.

`QUERY1_DIR`: Directory specification

Description

You can specify the user directory on which the query will be executed. You have to add the QUERY1_DIR IN parameter in the action. If this parameter has a NULL value or does not exist, the default directory is WORKFLOWGEN (or the directory specified as the default by an Administrator).

📌 Example

This example returns the username list of users in Montreal from the YourCompany directory into the RESULT_LIST parameter:

If you manage users in WorkflowGen with multiple directories, you must use this parameter to specify the directory to search, and may need to use more than one query of a similar nature to specify all possible directory users (one query per directory).

`QUERYx_CMD`: Using more than one query

Description

You can add queries in the same WorkflowGen action and retrieve all of the results in one complete list or in one list per query. You must add the QUERYx_CMD IN parameters, where x is the number of the query. To get the result of each query, you have to add the QUERYx_RESULT_LIST OUT parameters.

📌 Example

This example returns the username list of users from Montreal in the WORKFLOWGEN directory into the QUERY1_RESULT_LIST parameter, the username list of users from Montreal in the INTRANET directory into the QUERY2_RESULT_LIST parameter, and the complete username list from the two queries into the RESULT_LIST parameter:

`QUERYx_TOP`: Specify results maximum

Description

You can specify the maximum number of records returned by your queries by adding QUERYx_TOP as an IN parameter of the action. The query will not be able to return more results than the number specified in this parameter.

📌 Examples

This example returns only the first two usernames of the query:

This example returns all usernames from this query:

`QUERYx_DEFAULT_VALUE`: Specify a default value

Description

You can specify a default value to be returned for queries that return no values. You must add the QUERYx_DEFAULT_VALUE IN parameter in the action.

📌 Example

In this example, the query returns no value because the company entered does not exist, so the RESULT_LIST parameter will contain default1:

`RESULT_SEPARATOR`: Separator specification

Description

You can specify the character that will separate the result in the returned list by adding the RESULT_SEPARATOR IN parameter. The default separator is , (comma).

📌 Example

In this example, the RESULT_LIST parameter value is: name1***name2***name3:

`RESULT_COUNT` / `QUERYx_RESULT_COUNT`: Number of records returned

Description

You can retrieve the number of records returned for each query or for all queries. For the total number of records returned for all queries, you must add the RESULT_COUNT OUT parameter to the action. For the number of records per query, you must add the QUERYx_RESULT_COUNT OUT parameters to the action.

📌 Example

The following example returns the total number of records in the RESULT_COUNT parameter and the number of records of each query (QUERY1 and QUERY2) in the QUERY1_RESULT_COUNT and QUERY2_RESULT_COUNT parameters:

Using parameter conditions in SQL queries

Description

You can also use parameters in the SQL conditions contained in the QUERYx_CMD parameter. You must add IN parameters with different names for the following reserved parameters:

QUERYx_CMD
QUERYx_DIR
QUERYx_TOP

You can then call these parameters in the condition by prefixing them with the @ character.

📌 Example

This example returns the username list from Montreal in the WORKFLOWGEN directory:

Remember that the parameter name used in the condition must have the same name as the one defined in the WorkflowGen action.

PARAM1 is an arbitrary convention; any parameter name may be used.

`QUERYx_CMD`: Using macros in SQL query conditions

Description

You are also able to use macros in the SQL conditions contained in QUERYx_CMD by adding an available macro in the condition.

📌 Example

The following example returns the username list of users who are members of the Dev group, members of the WORKFLOWGEN directory, and are in Montreal:

You must respect the syntax in the Available macros list.

`RESULT_LIST_EMAIL` / `QUERYx_RESULT_LIST_EMAIL`: Retrieving the queries result in an email list format

Description

If you want to retrieve the emails of the usernames returned by the queries, you must add the RESULT_LIST_EMAIL OUT parameter to the action. If you want to retrieve the emails by query, you must add the QUERYx_RESULT_LIST_EMAIL OUT parameter to each query.

📌 Example

This example returns the Montreal and Toronto email list of Montreal and Toronto in the RESULT_LIST_EMAIL parameter. QUERY1_RESULT_LIST_EMAIL contains the Montreal email list and QUERY2_RESULT_LIST_EMAIL contains the Toronto email list:

Error management in WorkflowGen

To manage execution errors, you must add a corrective (debug) action linked to the GETUSERSFROMDIR action. This corrective action is a manual action and is executed upon an execution error. You must add this exception on the transition between the two actions. The following table lists the most frequent errors returned by the application.

Maximum returned records number

The GetUsersFromDirMaxResultNb parameter in the WorkflowGen web.config file specifies the maximum number of records that can be returned by a query.

This limit reduces the risk of a time limit expiration error that may occur when query results are too large. If the number of returned records is higher than this constant value, an error message stating that the queries returned too many records will be displayed.

Directory Synchronization

Overview

The Directory Synchronization module provides an efficient way to synchronize WorkflowGen users and groups with one or more existing enterprise directories.

The following are some key points about synchronization:

The synchronization process can be manual or automatic.
The built-in WORKFLOWGEN directory cannot be synchronized.
A user’s username must be unique across all WorkflowGen directories.
You can synchronize multiple directories or multiple portions of a directory with different connectors.
In the case of an account deletion, the user will either be archived or deactivated, depending on parameters specified. If archived, the username will then be renamed and the account disabled.

Recommendation for per-user license mode

It is recommended that you synchronize a new user account with the New user default status option set to Inactive. These new accounts can later be activated manually by the Administrator in the user/group lists, or automatically by using the self-activation feature.

General usage

Accessing the synchronization module

Only users with an Administrator profile can access the synchronization module.

Description of synchronization parameters

From the WorkflowGen Administration Module, you can list the directory synchronizations, consult synchronization parameters, or add new synchronizations.

When creating a new synchronization that is based on Active Directory, LDAP, or TEXT, the following fields will appear to define the method of synchronization.

Once saved, it's no longer possible to change the directory connector.

Separator

For the text connector, the column separation character in the text file can be a semicolon (;), a comma (,), or a Tab character.

File path

This field makes it possible to specify a path to access the files for the text connector. It takes as a value the path where the files are located, followed by the synchronization name.

The synchronization name is used to name the files.

LDAP path

For Active Directory, an LDAP path is required. Only a single LDAP path is supported per connector.

User synchronization query

For an LDAP query, an LDAP query must be specified to query user accounts.

Group synchronization query

For an LDAP query, an LDAP query must be specified to query groups.

For Active Directory or LDAP connectors, a login and password may be required to provide access to the directory server.

Deep search mode

For the Active Directory connector, define if the synchronization should include only the container of the targeted OU or include all the children of the targeted OU.

Data to synchronize

With WorkflowGen, groups and users can be synchronized. User synchronization is required, but group synchronization can be activated or deactivated.

With LDAP synchronization, a group query must be defined even if the group is not set to synchronize.

Users synchronization field

In order to perform synchronization, the module uses a field to identify the users, and defines the additions, deletions, or updates. The default field is USERNAME, but you can choose any field from WorkflowGen (e.g. Ads_Path, EMPLOYEENUMBER, etc.) as long as it is processed by the connector.

Groups synchronization field

As with users, parameters can be set for the group synchronization field.

Prefix username by

To facilitate importing, and in certain cases to avoid double entries concerning user names, it is possible to prefix usernames with a character string. 📌 Example: Domain\

The username prefix cannot contain the : (colon) character.

Prefix groupname by

To facilitate importing and to avoid, in certain cases, double entries concerning group names, it is possible to prefix the group names with a character string. 📌 Example: Domain\

User synchronization type

There are three synchronization modes: Add only allows new users to be imported, Add and modify also allows data for existing users to be updated, and Add, modify and delete has an additional function that enables archiving of WorkflowGen users who are not included in the Imported Directory.

Add only: During synchronization, any user that exists in the directory to be imported but does not exist in the WorkflowGen directory will be added to the latter. Data for existing users will not be modified. In order to be added, a user must at least have a user name (USERNAME) and a last name (LASTNAME). If this condition is not satisfied, an error occurs and the add is cancelled. In case of a defect with one of these values (USERNAME and LASTNAME), an alert (WARNING) is generated.
Add and modify: This type of synchronization functions the same as the preceding one with regards to additions. It also allows you to update data for users who are already present in the directory and are to be synchronized. In this way, data for a user present in the WorkflowGen directory and in the directory to be imported will be updated.

Group synchronization type

There are three synchronization modes: Add only allows only new groups to be imported, Add and modify allows data for existing groups to be updated, and Add, modify and delete has an additional function that enables archiving of WorkflowGen groups that are not included in the imported directory.

New user default status

This option defines the default status of new user accounts that are created during the synchronization. Set the status to Active if you want a new user account to be activated by default. Set the status to Inactive if you want to manage a new user account activation manually, or to enable the user self-activation feature. This is recommended for clients who are using the per-user license mode.

Self-activation

This option allows an inactive new user account to activate itself when logging into WorkflowGen for the first time. The ‘Inactive’ new user default status option must be selected in order to use this option.

If a user is deleted

In order to provide proper user tracking in WorkflowGen, when a deletion request is generated, users that have performed actions are not actually deleted; you can either deactivate them or archive them. Once archived, the user will retain their unique internal ID, but their username will be renamed with an archive suffix and sequence number.

Launching mode

Triggering can occur manually (using the Synchronize button) or automatically.

Manual: Manual synchronization makes it possible to perform synchronization on an on-demand basis only. To do this, click the Synchronize button on the synchronization file concerned.
Test: This mode has the same running mode as manual synchronization, except that processing is, in reality, not performed. Instead, it is only simulated in order to anticipate if synchronization will take place correctly or not. To do this, click the Test button. A synchronization test is logged in the same way as a real synchronization.
Automatic: Data synchronization can take place automatically. In this case, a scheduled task analyzes the configuration of all the synchronizations on a daily basis, and subsequently runs the process.

Frequency

If synchronization is performed automatically, you can choose the frequency for synchronization. This can be every day, once a week, or once a month. For automatic synchronization, see the section for instructions on how to set specific dates and times for the operation.

Active Directory connector

Overview

The purpose of the connector is to import users and groups from Active Directory into a WorkflowGen directory. The connector operates with the LDAP protocol using ADSI (Active Directory Service Interface). Access to Active Directory is read-only.

Requirements

Read-only LDAP access to Active Directory is required for an anonymous account or for an account that has access to the Active Directory server.
If the Active Directory server is located behind a firewall, the LDAP protocol must be open.
You can use the ADSVIEW utility tool provided in the setup package to check that your LDAP path refers to the correct container to retrieve the users and groups of your directory.

LDAP path

The connector needs an LDAP path in order to retrieve the data in Active Directory. This path consists of:

The protocol: LDAP://, in this case.
The name of the server or its IP address.
Optionally, the port separated from the name of the server with : (colon). Default: 389

In order to run the query that is needed to synchronize the users, the Organization (O) and the Organizational Units (OU) must be specified starting from the bottom upwards, preceding them with DC= and separating them with , (comma).

📌 Example

An Active Directory structure is as follows:

Top level Domain (DC): thecompany.com
Organization unit (OU): group within the domain: BusinessUnit2
Sub-unit (OU): sub-group within the domain: IT Department

In order to access users and groups of IT Department, the LDAP path would be:

The LDAP path does not support the . operator, but it does support spaces. Therefore, the .com is identified by the DC=com operator.

CN is also supported as a container type.
Only one branch of the directory can be associated with a given directory. If multiple OUs at the same level must be queried, then the parent of both OUs must be queried, or two directories created. For example, if the structure /Company/Department1 and /Company/Department2 and /Company/Department3

For more information, see .

Data to import

Synchronization is performed for users. However, it is also possible to synchronize groups, and consequently group user memberships. You can import data directly from the OU or the container that is the target path. You can retrieve data from the child containers by activating the Deep search mode.

For users to be synchronized, their sn and sAMAccountName attributes must be set in Active Directory. These map to Last name and Username, respectively.

The Active Directory connector does not take into account the Disabled property of AD user accounts; these accounts will therefore be synchronized as active users. If you don't want the synchronization to include inactive AD accounts, you'll need to use the instead, with the (!(userAccountControl:1.2.840.113556.1.4.803:=2)) filter added to the user synchronization query. As well, make sure to set the desired behavior for the If a user is archived option to either Archive (default) or Deactivate whenever an existing account becomes inactive in AD.

Synchronization fields

User synchronization field and Group synchronization field are set to System identifier by default.

If you have an existing WorkflowGen installation that uses an Active Directory connector for synchronization, we recommend switching the user and group synchronization fields to System identifier, since it is a unique identifier for each user and group object in Active Directory.

Retrieving Active Directory data

The information is retrieved in Active Directory using the LDAP path. As such, it provides an in-depth access to the data by targeting the OU from which the users and groups are to be retrieved.

The following tables list the mapping between the key-entry fields for a user and the field names with Active Directory. These mappings can't be edited, so if you want to edit them, you'll need to use the directory LDAP connector (see below).

Users

Groups

LDAP connector

Overview

The purpose of the LDAP connector is to import users and groups from a generic LDAP directory (e.g. AD, Sun ONE, ADAM, etc.) into a WorkflowGen directory. The connector operates with the LDAP protocol and the connection is performed as read-only.

Requirements

Read-only LDAP access is required for an anonymous account or for an account that has access to the LDAP server. If the LDAP server is located behind a firewall, the LDAP protocol must be open.

User and group synchronization queries

The connector needs an LDAP query in order to retrieve the data in the directory. This query consists of:

The protocol: LDAP://, in this case.
The name of the server or its IP address.
Optionally, the port separated from the name of the server with : (colon). The default port is 389.

📌 Examples

An LDAP structure is as follows:

Top level Domain (DC): thecompany.com
Organization unit (OU): Group within the domain: BusinessUnit2
Sub-unit (OU): Sub-group within the domain: IT Department

In order to access users and groups of IT Department, the LDAP queries would be (assuming an Active Directory LDAP structure):

User

Group

To use a specific CN referencing two groups, the following query filters may be used:

User

Group

Only one user and group query can be associated with a given directory. If multiple OUs at the same level must be queried, then the parent of both OUs must be queried, two directories created, or a specific query filter devised that includes both OUs.
For example, if the structure /Company/Department1 and /Company/Department2 and /Company/Department3 exists, and only departments 1 and 2 must be queried, then either the entire /Company

See the Microsoft article for additional samples of generic LDAP queries.

Data to import

Synchronization is performed for users. However, it is also possible to synchronize groups, and consequently, group user memberships.

For users to be synchronized, their sn and sAMAccountName attributes must be set in Active Directory. These map to Last name and Username, respectively.

You can import data directly from the OU or the container that is the target path. You can also retrieve data from the child containers by activating the Deep Search Mode.

Synchronization fields

The default synchronization fields are set as follows:

Users: System identifier
Groups: name (sn)

Retrieving LDAP data

The following tables list the mapping between the key-entry fields for a user and the field names with LDAP. These mappings can be edited by selecting the Edit mapping button on the directory editing page.

Make sure to save the field mapping whenever you add or modify an LDAP query.

Users

Groups

Text connector

Overview

The purpose of the text connector is to import users and groups using text files into a WorkflowGen directory.

Requirements

The text connector requires three different text files:

User: One text file that contains the data related to the users to synchronize.
Group: One text file that contains the data related to the groups to synchronize.
Usergroup: One text file that contains the relationships between the users and the groups according to the selected synchronization fields.

Data to import

Synchronization takes place for the users, but it can also be activated for groups. To do this, check the corresponding box in the synchronization configuration sheet.

Selecting files

Since files to be imported have a standard suffix, use Filepath and key in the path followed by the part that is common to the names of the three files.

📌 Example

If you decide to name your import importWorkflowGen and you have saved it to the DRIVE:\Extract\ directory, you will need to have the importWorkflowGen_USER.txt file in this directory. If you want to perform group synchronization as well, you also need the importWorkflowGen_GROUP.txt and importWorkflowGen_USERGROUP.txt files. When setting the parameters for synchronization, once you have chosen the Text connector, enter DRIVE:\Extract\importWorkflowGen in Filepath.

Text file names

Data import files must have suffixes as described in the following manner:

The user file must end with _USER.txt
The group file must end with _GROUP.txt
The group user member file must end with _USERGROUP.txt

The rest of the file name must be the same for the three files.

Text file structure

Text files begin with a line listing each of the property names separated with a character that is defined as a constant in the connector file. Each line then corresponds to a record, such as a user, with the values also separated by the delimiting character. If a property is empty, it must nevertheless be delimited by the separating character. The default delimiter is ; (semicolon).

The , (comma) separator cannot be used on a server that uses this character as a decimal separator, such as a French server.

The group user member file only has two fields: synchronization fields for groups and for users. These fields are chosen in the directory synchronization module. As well, it is possible to prefix the names of these fields in order to avoid cases where a field name for synchronizing users is the same as that for groups. These parameters are set in the Configuration Panel in the Administration Module when setting the Active Directory synchronization values.

For example, if the user synchronizing field is Username and the field for the groups is name, the file must contain the GROUP_sAMAccountName and USER_sAMAccountName fields.

ADS path

With text files exported from Active Directory, the connector needs the LDAP path in order to allow it to rebuild the ADSPATH property for the users.

List of properties

The following tables list the properties that are needed for synchronizing users, with their equivalents in WorkflowGen. These mappings define the column names in the text file and can be edited by selecting the Edit mapping button in the directory editing page.

Users

Groups

User groups

These are the required fields for the group user member file:

Synchronization field name for groups (e.g. GROUP_SAMAccountName)
Synchronization field name for users (e.g. USER_SAMAccountName)

Active Directory export text file

You can generate an export text file for user data by using the following command:

In this case SERVERNAME is the name of the server hosting the directory, file.CSV is the name of the resulting text file, and OU=myOu,DC=mycompany,DC=com is the path to the container in which you want to put the list of users.

To execute this synchronization automatically, this data export process must be added to the task scheduler before the synchronization script is run. To add a task, see the administrator documentation for the Synchronization module. This method does not allow groups to be synchronized.

Examples of text files

User file

Group file

User group file

SCIM connector

The SCIM connector lets you define a new directory that will be used by Microsoft Entra ID (formerly Azure Active Directory) to synchronize users and groups. For information on how to configure this, see the section in the guide.

Self-provisioning connector

The self-provisioning connector is a directory connector that automatically creates and synchronizes a user based on the user's session token claims that contain claims from the OpenID Connect provider ID token. For instructions on how to configure this, see the section in the .

Synchronization logs

Overview

Synchronization logs are set up on the Directory synchronization tab in the Configuration Panel; see in the section.

Each synchronization, whether manual or automatic, is logged and available to be viewed by Administrators only, in the Synchronization logs option in the Directories menu.

By default, 31 days of logs are maintained. This parameter can be changed by an Administrator in the Configuration Panel.

Each log provides the details of each synchronization action performed, including listing all users and groups added, modified, or deleted (archived). This also includes warnings (such as a missing email) and errors (such as a missing last name). Log files can be viewed or deleted.

Location of log files

Log files can be found on the WorkflowGen server under the \wfgen application folder at the following location: \wfgen\App_Data\LogFiles\Dir\Synchro.

Configuration Panel

Overview

The Configuration Panel is used to configure the main settings for the WorkflowGen application. It can be accessed from the home page of the Administration Module or from the URL http://[servername]/wfgen/admin/Config.aspx.

Access to the Configuration Panel can be set in the WorkflowGen web.config configuration file located in the \wfgen directory of your site. To add administrators, add their user names (separated by commas) to the ApplicationConfigAllowedUsersLogin parameter. (The users must first have administrator profiles.)

The Configuration Panel is divided into the following tabs:

: General WorkflowGen settings (e.g. database connection string)
: User Portal settings (e.g. behavior, banner settings, etc.)
: Administration Module settings (e.g. language settings)

General

Database

Type

This is the type of database that WorkflowGen is using (Microsoft SQL Server).

Master database connection string

The database scaling feature allows for the addition of database servers to significantly improve server performance and response times. The additional read-only replica database server can be used as a dedicated read-only server (SELECT SQL queries). The read-only database server is replicated from the existing master.

To test if the master database connection string entered is valid, click the Test button.

📌 SQL server example

Read-only database connection string

The read-only replica database connection string. To test if the connection string entered is valid, click the Test button.

📌 SQL server example

Multi-database

Select the Enable checkbox to activate the database scaling feature.

Portal

If the multi-database option is enabled, the checkboxes of the different Portal components will be activated. If checked, the different components will use the read-only replica database. Otherwise, if left unchecked, it will use the primary database.

Modules

If the multi-database option is enabled, the different Portal modules will be activated. If checked, the different modules will use the read-only replica database. Otherwise, if left unchecked, it will use the primary database.

Address

Web application URL (required)

The base URL of the web application. You can specify the protocol to use (HTTP or HTTPS), the IP or DNS name of the web server, and/or the TCP port of the website. To test if the value entered is valid, click the Test button. 📌 URL example: http://www.mycompany.com/

SMTP

SMTP server

You can choose between two delivery methods: Server, which will use your SMTP server to send email notifications, and Pickup directory, which will save email notifications in a pickup folder.

Server:
- Host name: The SMTP server address
- Port: The SMTP server port; if not set, the SMTP connection will use the default SMTP port (25)

To test the SMTP configuration, click the Test button and enter sender and recipient email addresses. An email will be sent to the address you entered.

Instant messaging

See the section for information on how to configure instant messaging in WorkflowGen.

Provider

The SMS provider (Twilio).

API URL

The Twilio API URL.

Account SID

The Twilio account security identifier.

Auth token

The Twilio authorization token.

Sender phone number

The telephone number of the instant message sender to display.

Logs

Enables instant messaging logs.

Authentication

Mode

Select the authentication mode used to log in to WorkflowGen:

IIS: Users are authenticated by IIS.
Windows: Authentication and user passwords are managed in Windows.
WorkflowGen: Authentication and user passwords are managed in WorkflowGen.

Password management mode

Version 5 (Legacy) uses the same password management mode as earlier versions of WorkflowGen.
One-way Hashing (SHA256) stores hashed account passwords in the WorkflowGen database.
One-way Hashing (SHA256 FIPS compliant) stores hashed account passwords in the WorkflowGen database, compatible with Windows FIPS enabled mode.

Sets the maximum number of user login attempts before the account is locked. Enter 0 for unlimited attempts.

Minimum password length

Sets the minimum length of user passwords.

Remove domain name prefix from the username (required)

You can specify a domain to remove from users' usernames when they log in to WorkflowGen. If this value is set to All, any domain name will be removed from the value.

Security

Configuration password management mode

The password management mode for directories, applications, SMTP server, and the Remote Approval incoming mail server.

AES (FIPS Compliant) mode uses symmetric password encryption, compatible with Windows FIPS enabled mode.
Version 5 (Legacy) uses the legacy symmetric password management mode.

Encryption key

Password encryption key.

Workflow engine service default identity (required)

The Windows Service identity to use in order to run the WorkflowGen services.

Working days and hours

New user default time zone

Sets what time zone is selected by default on the user’s home page on the Portal module. This is used when creating a new user account, whether manually or by directory synchronization. Since it is used only for account creation, it will not override the current user’s selected time zone.

Weekdays off (optional)

Specifies which weekdays are normally off. This is used by WorkflowGen to calculate process and action deadlines. 📌 Example: Selecting Saturday, Sunday will exclude these days from deadline calculations.

Working hours begin (required)

Specifies at which hour the workday begins (based on the current server time zone). This value is used by WorkflowGen to calculate the process and action deadlines. It will be converted to GMT for calculations. 📌 Example: 8 specifies that deadlines are to start being calculated at 8:00 a.m. every day.

Working hours end (required)

Specifies at which hour the workday ends (based on the current server time zone). This value is used by WorkflowGen to calculate the process and action deadlines. It will be converted to GMT for calculations. 📌 Example: 19 specifies that deadlines are to stop being calculated at 7:00 p.m. every day.

Working hours time zone

Specifies the time zone in which working hours begin and end.

Days off country (required)

Selects the country to be used to calculate the legal public holidays. This value is used by WorkflowGen to calculate the process and action deadlines, based on one of the DaysOff.*.resx files located in \wfgen\App_GlobalResources. These files can be updated and new ones can be created based on their regional settings. By default, it uses the DaysOff.en-US.resx resource file, which is based on the value of the EngineCountryDaysOff configuration setting in the WorkflowGen web.config file. 📌 Example: United States (English)

Special days off (d/m separated by comma (,)) (optional)

This value allows you to specify your custom days off. 📌 Example: 2/1, 11/1 specifies January 2nd and January 11th as holidays.

Skin

Defines the look and feel of the UI, including colors, margins, etc. The administrator can use the default skin or manually edit the CSS files to create a different look.

Portal

Display

Application name (required)

Customizes the WorkflowGen word that is displayed in the User Portal. 📌 Example: Acme Flow

Application language

Defines the Portal language. Selecting User preference allows the user to choose their language, but you can impose one by selecting it in the list, in which case the language selection option will be hidden in the Portal User settings panel.

Display code names

Uncheck this to display process and action descriptions instead of code names.

Number of records per page displayed in lists (required)

Number of records displayed in different lists of the User Portal. Default: 10

Number of pages displayed in lists (required)

Number of pages displayed in different lists of the User Portal. Default: 10

Maximum number of records displayed in lists (required)

Limits the number of records displayed in a search or statistics (data) result list. Default: 1000

Maximum number of users in a list before filtering by name (required)

You can specify the maximum limit before a filter appears in user lists. Default: 100

Display new request in the home page

Display mode of the New request link on the User Portal home page. You can choose between:

Display requests
Display requests grouped by category
Display categories and hide processes

When a request is launched

When a new request is launched, you can choose how WorkflowGen behaves from the following:

Display the request follow-up form
Start the first action
Display the follow-up form of the first action

Request launching

If this parameter is checked, the user has to confirm the launch of the new request.

When clicking on an action to do

Display the follow-up form of the action
Launch the action

When an action is completed

Display the follow-up form of the request
Display the follow-up form of the request or the next action
Display the follow-up form of the request (except if action to assign)
Display the follow-up form of the request (except if action to do)

Action completion mode

Specifies if the action completion treatment is processed in the background (threading). This option can sometimes improve the response time to the end user or prevent timeout issues, especially if there are large amounts of processing after a web form submission.

Maximum number of records in home page list (required)

Maximum number of records in lists on the User Portal home page before showing pages.

Customized banner URL

URL of the banner displayed at the top of the User Portal. 📌 Example: http://www.mycompany.com/welcome.htm

Customized banner height (optional)

Height of the banner (in pixels) displayed at the top of the User Portal. 📌 Example: 50

Search redirection

Specifies if the search result is redirected to the follow-up form when there is only one item found.

Advanced view

Display the result as a customizable report by default
Enable Quick approval by default: Enables the Display Quick approval buttons option in the Search form by default.
Enable custom column editing for process managers and supervisors

Link and email address formatting

Displays URLs and email addresses as clickable links.

Process grouping

Specifies if the processes are grouped by category in the drop-down list box used to switch to the single process view.

Default process data column size (required)

Specifies the default width (in pixels) of the columns that display the associated data when the end-user UI is switched to the single-process view. Default: 150

Quick View: Activate Quick View

Allows you to enable or disable the Quick View functionality in the User Portal.

Quick View data name

Specifies the process data value to display within the Quick View dialog box. 📌 Example: FORM_ARCHIVE

Display Quick View on mouse event

You can choose between two different events to trigger the Quick View dialog box to open: Click (Default) or Hover.

Common process data name list

This parameter allows you to enter the same names and data types, which can then be used in a multi-process view.

For example, if you have a process data called CUSTOMER (TEXT) that is used in most of your processes, you can define it as Portal common process data by entering it in the Common process data name list field.

When entering multiple data types in this parameter, each data type must be separated by a comma.

Calling card

User calling cards are enabled by default. Uncheck this to disable calling cards.

Request

Delete ghost requests that are older than (required)

Specifies the maximum number of days, hours, or minutes before deleting requests in progress that contain only one action that is not yet completed and assigned to the requester only. Defaults: 3 and days

Maximum number of simultaneous instance creations per action (required)

The maximum number of simultaneous launches of the same process action. This parameter allows you to avoid simple loops at runtime. 📌 Example: 100

Request deletion

When this is selected, managers and supervisors can delete requests even if the process status is set to Active.

Associated data

Uncheck this to hide data with empty values in the follow-up form.

Request data lock timeout for concurrent applications (minutes) (required)

Request data will be locked during the time period specified in order to avoid "competition" for access to the same data. 📌 Example: 5

User notification

Email notification

Activate email notification: This parameter allows you to enable or disable email notifications. This will affect all processes regardless of their status.
Notify the user when they are both the sender and recipient of the notification: If this parameter is enabled, email notifications are sent even if the sender and recipient email addresses are the same.
Notify the delegator: If this parameter is enabled, email notifications are sent to the delegator and all the delegates concerned. Otherwise, only to all the delegates.

Default sender name (optional)

Sets the default sender name for email notifications. If not set, the default sender email address will be displayed as the sender name.

Default sender email (required)

Sets the default email sender for email notifications. This is only used if a notification is sent by the system. 📌 Example: [email protected]

Default reply-to email (required)

Default email address for replies to email notifications.

Maximum number of users to notify per notification (required)

Maximum number of users to send email notifications to per notification. 📌 Example: 100

Maximum attachment size (MB) (required)

Maximum size of attachments to requests in megabytes.

Notification default language

If the user has no default or preferred language selected, this parameter is used to specify which language to use for the email notification texts.

Link and email address formatting

Displays URLs and email addresses as clickable links.

Log level

This sets the type of information stored in the notification log file.

0 – Disabled: No log file will be created.
1 – Errors only: The log file will display only information pertaining to errors.
2 – All notifications: The log file will contain information pertaining to errors and notifications, such as the time stamp and the recipient’s email address.

Delegation

Activate user delegation

If this parameter is checked, end-users can delegate their tasks to other WorkflowGen users. Otherwise, only administrators are able to manage the delegation rules from the Administration Module.

Host application

This is used to specify the URL of the host application. For example, in SharePoint, you can create a webpart to display and use the WorkflowGen User Portal or Administration Module in the same way as a stand-alone web browser. This way, a user can remain in the SharePoint portal and use WorkflowGen at the same time without having to work in separate windows.

In this case, you have to specify the host URL in order for WorkflowGen to function properly inside the SharePoint webpart.

CORS configuration is required to use the host application feature. See the section in the WorkflowGen Technical Guide for instructions on how to enable it.

Security

Throw an exception when a self service assignment error occurs

This option will force WorkflowGen to throw an assignment exception error when a self service action is assigned to an invalid user. You should design your process to handle assignment exceptions, otherwise it will halt your workflow.

Statistics

Number of processes displayed in report (required)

Number of processes displayed in statistic reports. 📌 Example: 10

Number of users displayed in report (required)

Number of users displayed in statistic reports. 📌 Example: 10

Number of actors displayed in report (required)

Number of actors displayed in statistic reports. 📌 Example: 10

Number of requesters displayed in report (required)

Number of requesters displayed in statistic reports. 📌 Example: 10

Link and email address formatting

Displays URLs and email addresses as clickable links.

Export format

You can choose between two different formats when exporting the results generated from a data statistics report. The available formats are:

CSV (comma-separated values): This format does not support Unicode characters. ✏️ Note: You can configure different separators for certain languages and/or cultures by modifying the CSVFieldDelimiter value in the language's \wfgen\App_GlobalResources\Advantys.Workflow.Web.UI.Portal.*.resx file.
Unicode text (tab separator): The values are separated by tab characters but the Unicode character range is supported.

Comments

Activate portal comments

Enables or disables User Portal comments.

Maximum number of comments displayed on the home page

Sets the total number of comments that can be displayed on the home page.

Auto-refresh frequency (required)

Sets the follow-up form comments list auto-refresh rate in milliseconds. Use the value 0 to disable the auto-refresh feature. Default: 300000 (5 minutes)

Window pop-up width (required)

Sets the action runtime menu comments list window pop-up width size in pixels. Default: 380

The following corresponding style widths must be updated separately in the Portal’s Cascading Style Sheet (\App_Themes\Default\portal\css\Default.css) when the pop-up width is changed:

div.CommentsViewOpenedRightAlign

Window pop-up height (pixels) (required)

Sets the action runtime menu comments list window pop-up height size in pixels. Default: 550

The following corresponding style heights must be updated separately in the Portal’s Cascading Style Sheet (\App_Themes\Default\portal\css\Default.css) when the pop-up height is changed.

div.CommentsListBodyPopUp

Default sort field

Sets the default comment list sort by field. Default: date

Default sort order

Sets the default comment list sort order. Default: ascending

Default display mode

Expand the comments view displays the comment list the first time the follow-up form is displayed. Default: unchecked (hidden)

Administration

Display

Application language

Allows you to define the application language for the Administration Module. Selecting User preference allows users to choose their own language, but you can impose one by selecting a language from the list.

Number of records displayed in lists (required)

Number of records displayed in lists of the Administration Module. Default: 100

Number of pages displayed in lists (required)

Number of pages displayed in lists of the Administration Module. Default: 10

Maximum number of users in a list before filtering by name (required)

You can specify a maximum limit before a filter appears in the users’ lists. Default: 100

Name encoding restriction (required)

If Restrict name encoding to ANSI character set is checked, only ANSI characters are permitted in the "Name" fields. If this parameter is not checked, only special characters (', ", tab, space, %, /, \, *) are discarded.

Workflow

Associate actions with participants in swim lanes

Enable this option to keep actions in their respective participants' swim lanes in the workflow designer.

Default condition language

Sets the default language for conditions: JavaScript or VBScript.

Form

Databind data providers

The databind data providers, separated by commas (,).

Maximum number of undo operations (required)

Sets the maximum number of undo operations in the form designer. Default: 30

User

New user default language

When a new user is created, the language selected here will be applied to their profile as their default language.

Check deletion rules when displaying users, groups, and directories

Enables the deletion rules check for users, groups, and directories. Disable this option to improve list and form response times.

Security

Restrict process managers from editing global participants

Disables process managers’ permissions to modify a global participant’s information (either via the process participants or while importing a process) such as name, description, and user/group/directory associations.

Even if this option is enabled, process managers cannot create new global participants.

Directory synchronization

General

Synchronize only group members that are associated with a participant

If this option is enabled, the directory synchronization will synchronize the group’s members only if the group is associated to at least one participant. This option is useful to reduce synchronization run time by skipping a group’s member synchronization when the group is not used in a participant.

Maximum number of users to delete per synchronization cycle (required)

Defines the maximum number of account deletions per synchronization run. This option is useful for batch account deletion in order to optimize synchronization performance. The default is 0 (unlimited).

Logs

Remove temporary files

If Automatically delete old log files is selected, the temporary XML files created by WorkflowGen are removed once the synchronization is complete.

Detailed report

If Display Update entries in logs is selected, the synchronization logs each action performed on the directory data.

Keep log files history for (days) (required)

Number of days before deleting the log files. 📌 Example: 31

Display warnings in logs

If this is selected, warnings will be displayed in the log files.

Automatic synchronization

Week day for the weekly synchronization

Day of the week to perform the automatic weekly synchronization. 📌 Example: Monday

Month date for the monthly synchronization

Date of the month to perform the automatic monthly synchronization. 📌 Example: 1 for the 1st of the month)

Start synchronization at

Hour of the day to perform the automatic monthly synchronization (in 24-hour format).

Integration

GraphQL

Maximum page size

Maximum page size for page number based pagination (default: 30; maximum: 100).

Default page number

Default page number for page number based pagination (default: 1).

Default page size

Default page size for page number based pagination (default: 30).

GraphiQL

Enable GraphiQL (default: disabled).

Data caching

Enable data caching.

Debug mode

Enable debug mode.

Query timeout (ms)

The query execution timeout in milliseconds.

Operation timeout (ms)

The operation execution timeout in milliseconds.

Maximum operations per query

The maximum number of operations per query.

Maximum input file size (kB)

The maximum file size to send in FILE type parameter URLs in kilobytes.

Maximum input file content size (kB)

The maximum content size of FILE type parameters encoded in base64 (only recommended for small files, e.g. under 1 MB).

Input file allowed folders (comma separated values)

The local or remote folders where files used by FILE type parameters are stored.

When using file uploads, you don't need to add the original file folder to this setting.

You can disallow input file allowed folders by leaving this field empty, or allow certain folders only by entering comma-separated values according to the table below:

Input file allowed HTTP URLs

You can disallow file uploads using HTTP and/or HTTPS URLs by leaving this field empty, or allow certain URLs only by entering comma-separated values according to the table below:

Webhooks

Debug mode

Enable debug mode.

Operation timeout (ms)

The operation execution timeout in milliseconds.

Maximum input file size (kB)

The maximum file size limit for FILE type parameters.

Maximum input file content size (kB)

The maximum content size of FILE type parameters encoded in base64 (only recommended for small files, e.g. under 1 MB).

Input file allowed folders (comma separated values)

The local or remote folders where files used by FILE type parameters are stored.

When using file uploads, you don't need to add the original file folder to this setting.

You can disallow input file allowed folders by leaving this field empty, or allow certain folders only by entering comma-separated values according to the table below:

Input file allowed HTTP URLs

You can disallow file uploads using HTTP and/or HTTPS URLs by leaving this field empty, or allow certain URLs only by entering comma-separated values according to the table below:

Security

System operations allowed users (usernames separated by commas)

Usernames (separated by commas) of users who have permissions to perform system or sensitive administration operations through the API, such as process management and deployment, participant management, user management, group management, raise exception, complete activity instance, or other regular API operations through impersonation.

Applications

DocuSign

These parameters must be associated to a DocuSign account and application.
It is necessary to have authorized your DocuSign application for use. To do this, go to the following address: <SERVER>/oauth/auth?response_type=code&scope=signature%20impersonation&client_id=<CLIENT_ID>&redirect_uri=<REDIRECT_URI>

Client ID

DocuSign user ID. Corresponds to your DocuSign application's Integration Key value.

User GUID

DocuSign user GUID. Corresponds to the API Username value in the DocuSign configuration panel.

Authentication server

DocuSign Auth server.

DocuSign values:

account.docusign.com (production)
account-d.docusign.com (demo)

Host server

DocuSign host server.

DocuSign values:

https://docusign.net (production)
https://demo.docusign.net (demo)

RSA key

DocuSign RSA key. Corresponds to your DocuSign application's Private Key.

Log level for DOCUSIGNSEND

Sets the amount and type of information stored in the DOCUSIGNSEND notification log file:

0 – Disabled: None (no log file will be created)
1 – Error messages: Exception error messages only
2 – Information and error messages: Execution summary messages and exception error messages

Log level for DOCUSIGNCHECK

Sets the amount and type of information stored in the DOCUSIGNCHECK notification log file:

0 – Disabled: None (no log file will be created)
1 – Error messages: Exception error messages only
2 – Information and error messages: Execution summary messages and exception error messages

Adobe Sign

These settings must be associated with an Adobe Sign account and application.

Client ID

Adobe Sign client ID. Corresponds to your Adobe Sign application's Client ID value.

Client secret

Adobe Sign client secret. Corresponds your Adobe Sign application's Client secret value.

Host server

Adobe Sign host server. In general, the URL is composed as follows: https://api.naX.adobesign.com, where X is the server identifier.

Refresh token

Your application's refresh token (see the section).

Refresh URL

Your application's refresh URL. The default value is /oauth/v2/token.

ADOBESIGNSEND log level

Sets the amount and type of information stored in the ADOBESIGNSEND notification log file:

0 – Disabled: None (no log file will be created)
1 – Error messages: Exception error messages only
2 – Information and error messages: Execution summary messages and exception error messages

ADOBESIGNCHECK log level

Sets the amount and type of information stored in the ADOBESIGNCHECK notification log file:

0 – Disabled: None (no log file will be created)
1 – Error messages: Exception error messages only
2 – Information and error messages: Execution summary messages and exception error messages

Docaposte

These parameters must be associated with a Docaposte - Contralia account.

Username

Your Docaposte - Contralia account username.

Password

Your Docaposte - Contralia account password.

Host server

Docaposte host server (e.g. https://test.contralia.fr:443).

Offer code

Offer code. Available in My account > API access.

Organizational unit code

Organizational unit code. Available in My account > API access.

DOCAPOSTESEND log level

Sets the amount and type of information stored in the DOCAPOSTESEND notification log file:

0 – Disabled: None (no log file will be created)
1 – Error messages: Exception error messages only
2 – Information and error messages: Execution summary messages and exception error messages

DOCAPOSTECHECK log level

Sets the amount and type of information stored in the DOCAPOSTECHECK notification log file:

0 – Disabled: None (no log file will be created)
1 – Error messages: Exception error messages only
2 – Information and error messages: Execution summary messages and exception error messages

Remote Approval

See the section for information on setting up Remote Approval, such as approval emails, actions, and questions.

Remote Approval

Activate

Enable Remote Approval.

Refresh interval (seconds) (required)

Refresh interval for Remote Approval email (in seconds). Default: 180

Quick mode

Enables Quick mode, which lets the user reply to approval emails on one line, without any other formatting necessary (the user can still leave an optional comment on the second line). Default: disabled

Subject line validation

Enable this mode to use the action reference code in the subject line for validation. Default: disabled (recommended for greater security)

Case sensitive answer

Enable this to enforce case sensitivity on email answers. Default: disabled

Log file trace level

Sets the amount and type of information stored in the notification log file:

0 – Disabled: None (no log file will be created)
1 – General messages: Execution summary messages only
2 – Error messages: Exception error messages only

Log file life span (days)

Sets the life span for temporary log files. Default: 1 day

Incoming mail server

Type

Type of email server: POP, IMAP, Exchange 2007, Exchange 2010 and later (Exchange 2013, 2016, and 2019 are supported), or Exchange Online - Modern Authentication.

Exchange Online - Modern Authentication is supported as of WorkflowGen version 7.22.5.

This email server type supports authorization via the industry-standard OAuth 2.0 protocol for Exchange Online EWS servers.

For the setup procedure, see the chapter in the guide.

Server address (required)

The address (or, if using Exchange 2007+, the name) of the server to receive emails. For Exchange Online, use outlook.office365.com or your own Exchange Online domain name.

Port

The port number for an IMAP or POP connection (not required for Exchange 2007+ or Exchange Online).

Security

Enables SSL (use SSL for Exchange 2007+). Default: SSL

Default reply-to email (required)

Email address for Remote Approval to send and receive approval emails. For Exchange Online, use the email address of the Remote Approval Office user.

Username (required)

The username used to log in to the POP, IMAP, or Exchange 2007+ server. For Exchange Online, use the username of the Remote Approval Office user.

Password (required)

Password used to log in to the POP, IMAP, or Exchange 2007+ server.

Domain

Domain name of the incoming Exchange 2007+ account.

Application (client) ID (required for Exchange Online)

Application (client) ID from the Azure Portal.

Client secret (required for Exchange Online)

A secret string that the application uses to prove its identity when requesting a token; can also be referred to as an application password.

Scope (required for Exchange Online)

Scope of the application, e.g. https://outlook.office365.com/.default&grant_type=client_credentials. Replace outlook.office365.com with your own Exchange Online domain name if needed.

Access token URI (required for Exchange Online)

Endpoint where the access token is provided, e.g. https://login.microsoftonline.com/{directory_tenant_ID}/oauth2/v2.0/token. Replace {directory_tenant_ID} with your own directory (tenant) ID from the Azure Portal.

Diagnostic

File size

The total size refers to the combined size of all the files on the server. The average size refers to the average size of the files on the server. The maximum size refers to the largest file on the server.

Stuck requests

This refers to a request that is open, but with no follow-up action associated with it. It is an irregular request.

Automatic actions in timeout

Displays a list of actions that have timed out.

Unexpected errors

Displays a list of errors that are not timeout errors.

Product information

License information

Version

The current version of the WorkflowGen installation.

Serial number

The activation serial number of the WorkflowGen installation, and copyright information.

Assembly versions

The various library versions used by the WorkflowGen application.

RESTAPICLIENT Workflow Application

Overview

The RESTAPICLIENT workflow application allows you to call REST API endpoints to exchange information with other applications through HTTP requests, and can be used to build integrations with extendable applications (such as Azure Services and Slack).

It also allows you to call a REST API endpoint using application/json or application/x-www-form-urlencoded payloads. RESTAPICLIENT will then receive and process the response from the external API by mapping the response content with defined OUT parameters.

How it works

The RESTAPICLIENT application requires the APP_URL parameter, which corresponds to the REST API endpoint.
The default request payload content type (APP_REQUEST_CONTENT_TYPE) is application/json. application/x-www-form-urlencoded is also supported.

Required parameter

Optional parameters

General

`APP_URL` optional parameters

📌 Example

The parameters defined above will generate the following URL in APP_URL:

Header parameters

📌 Example

The parameters defined above will generate two headers in the request payload:

Authorization parameters

The application also supports some predefined authorization header parameters in order to avoid adding these HTTP header parameters with the APP_HEADER_xxx parameter name.

Only one authorization header can be defined, otherwise an exception is thrown.
APP_AUTH_BEARER_TOKEN is equivalent to defining the header parameter APP_HEADER_Authorization.

Request payload

There are two different ways to prepare the request payload. The first way is when you have access to the whole request payload (see below); the second way is by building the JSON or URL encoded payload via IN parameters (see and below).

Set the whole request payload via a parameter

The following parameters can be used when you have access to the whole request payload, or the request content type is neither application/json nor application/x-www-form-urlencoded. You can set this request payload in a file/text data or directly in the text value.

APP_REQUEST_CONTENT_FILE has priority over APP_REQUEST_CONTENT.
APP_REQUEST_CONTENT has priority over IN parameters used to build a JSON or an URL encoded payload.

URL encoded request payload

The following examples show how to build a request payload with application/x-www-form-urlencoded as content type.

Standard URL encoded request payload

The following parameters are used to build a standard URL encoded request payload:

The parameters defined above will generate the following request payload:

JSON request payload encoded into a key name

The following parameters are used to build a JSON payload encoded into a key name:

The parameters defined above will generate the following request payload:

The APP_REQUEST_CONTENT_PAYLOAD_NAME parameter is only supported with the application/x-www-form-urlencoded request content type.

JSON request payload

The following examples show how to build a request payload with application/json as content type.

Standard JSON request payload

The following parameters are used to build a simple JSON request payload:

The parameters defined above will generate the following request payload:

If you want to convert this JSON into an array, you have to set the APP_REQUEST_CONTENT_IS_ARRAY parameter value to Y.

Setting the APP_REQUEST_CONTENT_IS_ARRAY parameter to Y will generate the following request payload:

To see how to build more complex JSON, see and sections below.

Setting a JSON array into a JSON property

To set an array into a JSON property, you have to define the property path (e.g. person.spokenlanguages) followed by the __X suffix, where X is the array index number.

The following parameters are used to set a JSON array into a JSON property:

The parameters defined above will generate the following request payload:

If you want to set a JSON array of JSON objects (e.g. "spokenlanguages": [{"spokenlanguage":"french"}, {"spokenlanguage":"english"}]) into a JSON property, see the next section.

The array parameters will be ordered depending on their index number.
Index numbers have no limit (e.g. person.spokenlanguages__9999).

Setting a JSON object/array into a JSON property using the `__JSON` suffix parameter

To set a JSON object/array into a JSON property, you have to define the property path (e.g. person.children) followed by the __JSON suffix with the JSON object/array as the parameter value.

The following parameters are used to set a JSON object/array into a JSON property:

The parameters defined above will generate the following request payload:

An exception will be thrown if there is more than one JSON property specified in the IN parameters. (e.g. person.children and person.children__JSON).
The __JSON suffix uses

Response payload

The application supports OUT parameters to be mapped with the HTTP response:

Mapping a JSON response payload with OUT parameters

The application also supports additional custom OUT parameters to map simple JSON response payloads.

📌 Example

JSON response payload:

The following parameters allow you to map the response payload into different process data:

For mapping complex JSON, see the next section.

Mapping a JSON response payload with OUT parameters using JSONPath query language

The application supports the JSONPath query language (similar to XPath expressions in XML). This language allows you to retrieve specific data from a JSON. For more details regarding the JSONPath syntax, see .

📌 Example

JSON response payload:

For example, here we want to get the names of Charles's grandchildren who are older than seven years old, and we also want these names separated by a | (using the APP_JSONPATH_DELIMITER IN parameter). At the same time, we are also getting Elizabeth's age and date of birth. To get the information, the following parameters must be defined:

In the PARAM1__JSONPATH parameter name, the PARAM1 name is not relevant, but it must be followed by the __JSONPATH suffix (two underscores are used in the suffix).

Usage example with Azure REST API to obtain an OAuth 2.0 access token and then create an Event Grid topic

This example shows how to obtain an access token and use it to create an Event Grid topic. This can be done by creating a process with two actions having RESTAPICLIENT as application. The workflow below illustrates this example:

The next sections describe the parameters that must be declared for each action.

`GET_TOKEN` action: Obtaining an OAuth 2.0 access token

The following parameters are needed to get an access token to use the Azure Resource management API. This token will be stored in the access_token OUT parameter and will be used when creating an Event Grid topic in the next section.

The parameters defined above will generate the following request payload:

Here's the response from the Azure API:

The access_token OUT parameter is mapped with the access_token JSON property.

For more details about how to get an access token to use the Azure Resource API, see .

`CREATE_TOPIC` action: Creating an Event Grid topic

The following parameters are needed to create an Event Grid topic using the Azure Resource management API.

The parameters defined above will generate the following request payload:

Here's the response from the Azure API:

For more information about how to create an Event Grid topic and the Azure REST API, see .

Enabling SSL/TLS

In case of a Could not create SSL/TLS secure channel error, strong encryption must be enabled by executing the following code in PowerShell:

Restart your IIS server after executing the commands.

8.3

WorkflowGen Administration Guide

Administration Module Overview

Overview

Administration Module access

Authentication

Language selection

Administration Module structure

Banner menu

Process workflow

Process management

User management

Configuration Panel

Resource center

Nomenclature

Security

Deleting and archiving

User Management

Overview

Directories

Directory screen

Directory list

Editing a directory

Deleting a directory

Delegations

Delegation list screen

Menu banner

Filters

Delegation list

Adding a delegation

Deleting a delegation

Process versioning

Global Information

Overview

Participants

Participants list

Participants screen

Categories

Category list

Category screen

Menu banner

Filters

Category list

Category form

Deleting a category

Management

Lifecycle

Example of the process lifecycle

Migrating a process

Security

XMLTRANS Workflow Application

Overview

How it works

UPDATEPROCESSDATA Workflow Application

Overview

COMPLETEACTION Workflow Application

Overview

GETPROCESSDATA Workflow Application

Overview

GETFORMDATA Workflow Application

Overview

COPYDATA Workflow Application

Overview

How it works

SENDMESSAGE Workflow Application

Overview

How it works

Parameters

Required parameters

Optional parameters

DOCAPOSTECHECK Workflow Application

Overview

How it works

Required parameter

Optional parameters

Docaposte configuration

General

Example with DOCAPOSTESEND

YOUSIGNCHECK Workflow Application

Overview