User Portal Overview

The WorkflowGen User Portal is a web application that allows users to:

  • Launch and follow up on requests

  • Perform and follow up on actions

  • Assign actions

  • Perform searches on actions and requests

  • Save searches as custom views, and place the saved views on the home page as floating dashboard panels if desired

  • Delegate actions

  • View statistics

  • Access the Administration Module (if permitted)

User Portal access

Access to the User Portal is available through the URL http://[yourwebsite]/wfgen/default.aspx.

Note: default.aspx is optional if configured as the home page for the website by the WorkflowGen administrators.

Authentication

According to the authentication method chosen by the WorkflowGen administrators, you may have to specify a username and a password when you log in to WorkflowGen. For Windows users, these are typically the same as those used to log in to Windows.

Maximum failed connection attempts and password reset

Note: This section applies only if your WorkflowGen administrator has configured the authentication mode to WorkflowGen Applicative.

Your administrator can set a maximum number of failed connection attempts due to an incorrect password, after which the account will be locked. If this happens, you will be redirected to a password reset page, where you will be prompted to enter an email address to which an email will be sent with a link to reset your password.

You can also change your password at any time by clicking the gear icon at the top right of the User Portal screen, which opens the User settings panel where you can set a new password.

If you have forgotten your password, you can access the password reset page via the URL http://[yourwebsite]/wfgen/forgotpassword.aspx.

Language selection

To select a language and, if desired, a language culture, click the gear icon at the top right of the User Portal screen to open the User settings panel. If the list is not displayed, the application has been configured to use a single specific language. The language culture (indicated by country) shown beside the language defines the regional settings used in WorkflowGen, in particular when displaying dates and numerical values.

Note: If your WorkflowGen administrator has set a language for all users, the language selection list will be hidden.

Examples:

  • English (United Kingdom) corresponds to English with United Kingdom regional settings (date format dd/mm/yyyy).

  • English (United States) corresponds to English with United States regional settings (date format m/d/yyyy).

You can select from the following list of languages:

  • English (Australia)

  • English (Canada)

  • English (United Kingdom)

  • English (United States)

  • Français (Canada)

  • Français (France)

  • Français (Suisse)

  • Deutsch (Deutschland)

  • Deutsch (Schweiz)

  • Italiano (Italia)

  • Português (Portugal)

  • Español (España)

User Portal structure

The User Portal consists of 10 main screens.

  • Home displays the User Portal home page.

  • New request displays the list of processes the user has access to and can launch.

  • Views displays the list of views the user has saved.

  • Requests displays the list of ongoing and closed requests the user has launched.

  • Actions displays the list of the user’s actions to do and the actions the user has closed.

  • Assignments displays the list of the user’s actions to assign or already assigned.

  • Team displays the list of team actions the user has to do or has closed. These actions are defined with the Self-service assignment method.

  • Delegations displays participant delegations on active processes.

  • Search displays a form to search requests and actions.

  • Statistics lets the user produce detailed reports on ongoing and closed requests.

  • If the user has Administrator permissions, the banner will display Admin, which opens the Administration Module in a separate browser window.

Personalized access

In the User Portal, access to information is personalized based on users’ profiles and roles in processes.

Single-process mode

You can switch from the default multi-process mode to single-process mode by selecting a process from drop-down list at the top left of the WorkflowGen application banner.

The list is filtered based on the user’s WorkflowGen profile and process role.

WorkflowGen profile

Process list content

User

List of processes in which the user is a participant (also through a delegation)

User with Process manager role

List of processes in which the user is a participant (also through a delegation) plus all the folder processes

Administrator

No filter

In all single-process screens, the associated process data are displayed to the right of the request number and creation date columns, as shown in the screenshot below. The process data that are displayed are determined by the visibility and security options set within the process design in the Administration Module.

Portal common process data

You can always search for workflows using the request number (Request #). However, the Portal common process data feature also allows you to display process data that have the same name and data type, such as first or last name, depending on the parameters that have been set in the Administration Module.

Delegation mode

If the user has an active delegation defined, a user list is displayed in the WorkflowGen application header. You can switch from one user to another using this list.

In delegation mode, the user plays the role of another user on delegated process participants. The process list is filtered by the process for which the user has a delegation assigned by the selected user.

Calling card

Clicking the name of a user displays their Calling card, which contains information defined in the user profile.

Security

All users

This gives access to the search function for a user’s own requests and actions. If the user is given the role of requester for a process, access is given to the following functions:

  • New request

  • Current requests

If the user is an actor in a process, access is given to the following functions:

  • Actions to do

  • Team actions to do

  • Actions to assign as coordinator to someone

  • Views created for themselves or shared views (if the user belongs to one or more participants granted access to shared view)

User is a process manager or supervisor

This gives access to follow-up functions for the requests of the process the user manages.

User has an Administrator profile

This gives access to follow-up functions for all processes.

User profile summary table

Profile

Permissions

Requester

  • New request

  • Current requests

Actor

  • Actions to do

  • Team actions to do

  • Actions to assign

  • Views created by the user or shared views (if the user belongs to one or more participants granted access to shared view)

Process manager or supervisor

Follow-up on the processes he or she is supervisor of or manages

Administrator

Follow-up on all processes