Version: 3.1.0 | Release Notes
ProcessMaker InOutlook is a plugin created to allow standard ProcessMaker users to use ProcessMaker from within a Microsoft Outlook email client (versions 2007, 2010 and 2013) instead of through the standard browser interface.
How the plugin works
Outlook will add an extra folder labeled ProcessMaker into Outlook. By clicking on its icon, it will show all user cases sorted into folders, based on the status of each case. This allows working and managing cases just as if the user was logged directly into a ProcessMaker workspace.
DynaForms are displayed to the user in the preview area of Outlook, for the user to interact with them as usual.
This plugin allows users to perform only the following tasks from within the Outlook interface:
- Start a New Case.
- Review and attend to existing Cases in the Inbox.
- Save Drafts.
- Review Participated, Paused, and Unassigned Cases.
- All tasks are performed in the same way they are performed through the web browser. Designers and Administrators should still enter via a web browser to perform their respective tasks.
- Cases Menu with the following options Steps, Information, Actions, Cases Notes.
- The execution of any rules set in the conditions editor
- ProcessMaker Enterprise version 18.104.22.168 or higher with a proper license .
- See this documentation to view the server configurations which are supported.
- See this documentation to view the browsers which are supported.
Please take into consideration the following restrictions:
- The Outlook Connector plugin does NOT support LDAP users.
- If using Outlook Connector v 2.0.6, please uninstall and reinstall the Add-in in order to see new features added.
- The Outlook Connector plugin must be updated in the server.
- Clear the ProcessMaker cache server right after installing the new version in the server.
- Even if you have more than one language installed on your server, the outlook connector plugin will only display English at the moment of configuring the server data.
Installation and Configuration
For the plugin to work correctly, the account setup in Outlook must be mandatorily configured manually. It means that when adding a new account in Outlook , the Manually configure server settings or additional server types option must be selected.
Now, in the next window, the option to connect to a POP or IMAP email account server must be selected. This configuration depends on the email server supported configuration for POP and IMAP. See this documentation to view how to configure some of the most used email servers.
After completing the configuration click on More Settings to enter the advanced configuration.
Note: First, make sure that the email server has support for POP and IMAP. Make sure that these options are enabled so that external programs such as Outlook can download the messages.
Inside the advanced configuration go to the Outgoing Server tab and set it as the following:
Then, go to the Advanced tab and set it as shown below:
Click on OK to close the window and click on Test Account Settings... to test the configuration.
After all the tests are complete, the account will be configured and the finish the configuration by closing the wizard.
Install the plugin in ProcessMaker
The plugin will be available once imported the Enterprise plugin with the corresponding license. It's necessary to activate it once it's installed, it doesn't need additional configuration on the server side.
Install the Add-in for Outlook
Files provided with the Enterprise plugin:
- Outlook Add-in for Outlook 2007
- Outlook Add-in for Outlook 2010 32 bits
- Outlook Add-in for Outlook 2010 64 bits
- Outlook Add-in for Outlook 2013
Note: Only clients or partners who have got the license and who haven't got a trial version, will have the installers.
For 2007 version of Outlook first install libraries "Primary Interop Assemblies" which do not come by default with Office 2007. The steps to install are:
- Close the Outlook application if it's open.
- If using Outlook 2007, first install the file "o2007pia.msi" (which provided in the package installers) or download and install the Microsoft Redistributable Primary Interop Assemblies.
- Run the Add-in installer "setup.exe" which will check if .NET Framework is installed on the system, if it isn't the following window will display:
Click on Accept to download and install the .NET framework.
Once the .NET Framework is installed, and running the setup it will display the following installer window
Then the ProcessMaker in Outlook Wizard will display
Click on Next and select a folder where the outlook will be installed
Confirm the installation and click on Next.
Wait until the installation is finished.
Once the installation is completed, click on Finish.
Reinstalling the Outlook Add-in
When updating the Outlook plugin to version to 2.0.6 or greater, it is necessary to uninstall the current Outlook Add-inn and reinstall the corresponding one to the last version. To do this, follow the steps below:
1. Close Outlook.
2. Uninstall the Outlook previously installed, so Open Programs and Features by clicking the Start button, clicking Control Panel, clicking Programs, and then clicking Programs and Features, then look for the ProcessMaker in Outlook add-in and click on Uninstall:
3. Install the new Outlook Add-in.
4. Open your Microsoft Outlook, the add-in must be included inside the add-in tab:
Setup the Add-in for Outlook
After installing the Add-in, open Outlook, click on Configuration, A window will appear to configure the data server and the user account to use it.
- Protocol: Choose between http or https.
- Server: Specify the name of the server.
- Workspace: Specify the name of the workspace.
- User: Enter the name of the user.
- Password: Enter the password of the user.
- Language: Choose between Spanish or English.
- Enable Cases Menu: Check this option if you want to see the Case Menu when a case is being executed.
When the button "Save" is pressed, it will connect to the server to try to validate the user. If the validation was successful, the configuration window disappears and the system will be ready to use.
Interaction with Cases Lists
- It is possible to interact with cases (lists, steps, etc), in the same way as from the web application, but in a simpler and faster way, because the Add-in for Outlook records user information the first time and subsequently it is useful to be used by the system without being authenticated in every moment.
By clicking on ProcessMaker folder, all the folders from the ProcessMaker workspace will display:
Notice that the Folder B. Inbox shows the number of new cases assigned to the current user that are pending review.
- All of the characteristics (forms, input documents, output documents, triggers, derivations, etc.) are fully functional from Outlook.
Due to performance, the number of cases in the Participated and Unassigned folders do not show unlike the Inbox and Draft folders which are displayed enclosed in parenthesis.
Each folder of the case list will be explained as follows:
This folder contains essential information about the Outlook Connector Plugin:
One of the main characteristics of this plugin is the possibility to start cases inside the outlook application. By clicking on this option all cases in which the user configured on the Outlook Settings participates are listed. Don't forget that this user must be assigned to the initial task in order to start the case:
All incoming cases will be stored on this folder as the following image:
Double click on the name of the case to open it.
Includes cases that are being edited or advanced by the user but have not yet been submitted to the next task, check the following image:
Double click on the name of the case to open it
Includes all the cases that the user has sent or participated in, check the following image:
Includes all cases which will be claimed by a pool of users assigned into the task, check the following image:
Includes a list of all cases which were paused during their execution. This gives users a quick view of their cases status since it is not possible to pause and unpause cases from the Outlook interface. Cases must be unpause by going to ProcessMaker Interface.
Running Cases - Cases Menu
When running a case, the Case Menu with the four options found when running cases in ProcessMaker was added, you will find them at the top of the Menu like the one shown in the illustration bellow.
This functionality can be configured when ProcessMaker server is configured inside the Outlook, it means that the user can decide if the whether the Cases Menu will display or not. This is practically the same as the one you will find in ProcessMaker, as follows you will find a brief explanation of each one of these options:
It shows all the DynaForms, Output and Input Documents assigned in the current task, so it can be accessed easily into each one of them. For more information about this, check Cases documentation
It shows all the information of the current process, if you click the down arrow you will find the following options:
- Process Map: By clicking on Process Map option a new tab will open next to the current case, showing the Process Map of the current process which is being executed.
- Process Information: By clicking on Process Information a new window with the information of the current process will display:
- Task Information: By clicking on Task Information a new window with the information of the current task
- Case History: It shows a brief description of the case.
- Messages History: It shows all the email notifications sent during the process.
Users can execute the following actions:
- Pause The current case in execution can be paused. By clicking on the calendar icon, a calendar will display in which the date of the unpaused case must be defined.
- Cancel: It cancels a case.
- Reassign: A selected case from the list can be reassigned, it means that the owner of a case will change. If a user different form admin needs to reassign a case then assign him a role with the PM_REASSIGNCASE
Case Notes are used to add comments and observations about cases, which can be read by anyone who has rights to open the case.