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Ultimus System Administrator HelpUltimus Adaptive BPM Suite 8.3 SP1

Ultimus System Administrator

Copyright information

No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose, without the express written consent of Ultimus, Inc. The software described in this manual is furnished under a license agreement or non-disclosure agreement and may be used or copied only in accordance with the terms of the agreement. The information contained in this manual is subject to change without notice and does not represent a commitment on the part of Ultimus, Inc.

Copyright © 1999-2012 Ultimus, Inc. All rights reserved.

Companies, names, and data used in examples herein are fictitious unless otherwise noted.

Ultimus®, Adaptive Discovery®, BAMport™, Flobot™, FloPort™, FloStation™, iBAM™, Inlet™, Maplet™, Profit from the Process™, U2Net™, and Unruly Event™ are trademarks of Ultimus, Inc.

Windows, MS-DOS, Word, Excel, InfoPath, and SQL Server are registered trademarks of Microsoft Corp. All other names may be trademarks of their respective owners and are used for reference only.

All Ultimus specifications contained in documentation and literature are subject to change without notice.

This document was last updated on November 27, 2012.

ultimus.com i Ultimus System Administrator

ContentsOverview

Introduction_______________________________________________________________________ iv

Reader’s responsibilities and expectations _______________________________________________ iv

Contacting Ultimus_________________________________________________________________ iv

Conventions used in this document ____________________________________________________ v

Services used by Ultimus Adaptive BPM Suite ___________________________________________ vi

Ultimus BPM service ____________________________________________________________ vi

Functionality with the Ultimus engine ___________________________________________ vi

Rules and guidelines _________________________________________________________ vii

Ultimus Management service______________________________________________________ viii

Ultimus FloStation service________________________________________________________ viii

Ultimus Notification service ______________________________________________________ viii

Ultimus XVS service ____________________________________________________________ viii

Chapter 1Launching Ultimus System Administrator

Chapter 2Basic Ultimus BPM Server configuration settings

Configuring the General node properties ________________________________________________ 14

Configuring the Housekeeping node properties ___________________________________________ 20

Configuring the E-Mail Settings node properties__________________________________________ 29

Configuring the Advanced node properties ______________________________________________ 39

http://www.ultimus.com/

ContentsChapter 3Organizations administration

ii Ultimus System Administrator ultimus.com

Chapter 3Organizations administration

Configuring Organizations for use with LDAP ___________________________________________ 50

Configuring Organizations for use with Active Directory ___________________________________ 52

Configuring Organizations for use with custom settings ____________________________________ 53

Configuring Organizations for use with a local computer ___________________________________ 54

Chapter 4Connectors administration

Chapter 5Specifying working hours for the organization

Chapter 6Ultimus License Management

How Ultimus components are licensed _________________________________________________ 72

Named Clients licenses______________________________________________________________ 73

Concurrent Clients licenses __________________________________________________________ 77

Community Clients licenses __________________________________________________________ 81

Adding a group by using Browse option _____________________________________________ 84

Adding a group by using Search option______________________________________________ 85

Adding a group by using Advanced Search option _____________________________________ 86

Server licenses ____________________________________________________________________ 87

Chapter 7Online Users

Chapter 8Working with access rights


ultimus.com Ultimus System Administrator iii

ContentsChapter 9

Ultimus FloStations

Chapter 9Ultimus FloStations

Differences between an Ultimus FloStation and an Ultimus FloStation Group___________________ 96

Configuring Ultimus FloStations and Ultimus FloStation Groups ____________________________ 97

Adding Flobots to Ultimus FloStation __________________________________________________ 102

Using Ultimus FloStation as an application or service______________________________________ 105

Chapter 10Publishing Repositories

Chapter 11Log Filters

Exporting log entries to a ulog file ________________________________________________ 120

Importing logs from another Ultimus System Administrator installation ____________________ 120

Searching for log entries _________________________________________________________ 121

Chapter 12Working with additional Ultimus BPM Servers

Chapter 13The User Search and Browse dialog box

Index


ultimus.com iv Ultimus System Administrator

OverviewIntroduction

This Help explains the integration and usage of Ultimus System Administrator version 8.3 SP1 with Ultimus BPM Server version 8.3 SP1.

Ultimus BPM Server is the module within Ultimus Adaptive BPM Suite that controls the execution of Ultimus workflow processes. Ultimus BPM Server is configured through two administrative modules in Ultimus Adaptive BPM Suite:

• Ultimus System Administrator: Ultimus System Administrator provides the user interface to participate in system administration tasks.

• Ultimus Process Administrator: Ultimus Process Administrator provides process experts with a user interface to participate in tasks pertaining to process and client administration. For information regarding Ultimus Process Administrator, refer to Ultimus Process Administrator Help.

Reader’s responsibilities and expectations

After reading this Help, the reader should be able to use Ultimus System Administrator.

Ultimus expects the reader to:

• Be proficient with the operating system(s) on which Ultimus Adaptive BPM Suite 8.3 SP1 and its related components operate.

• Understand the hardware requirements to operate Ultimus Adaptive BPM Suite 8.3 SP1 and each component there of.

Contacting Ultimus

Ultimus is always striving to improve its product and support services. Furthermore, Ultimus offers a number of ways to find answers or to submit feedback.

You may use the following ways to find answers to your Ultimus-related questions or to submit feedback to Ultimus:

• Ultimus Customer Portal: At the Ultimus Customer Portal, you can access technical experts to resolve your technical issues, use the KnowledgeBase to get answers to common and specific questions, and download the latest product builds and documentation. You can reach Ultimus Support at: https://www.ultimussupport.com/.


https://www.ultimussupport.com/

ultimus.com Ultimus System Administrator v

OverviewConventions used in this document

• Ultimus Education: Ultimus Education provides technical training and certification on the latest Ultimus BPM Suite to ensure you possess up-to-date knowledge of the latest product releases. Ultimus Enterprise Integration Kit (EIK) training is provided on an as-needed basis. For more information, contact [email protected].

• Product enhancement: Ultimus strives to improve our product. If you would like to submit a product enhancement or feature concept, go to the Ultimus Customer Portal at: https://www.ultimussupport.com and follow the “Ideas” link in the upper area.

• Documentation feedback: Ultimus strives to improve technical documentation and online help. If you would like to submit documentation feedback, contact [email protected].

Conventions used in this document

The following conventions are used throughout this document:

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

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

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

monospace italic Italic text in this font denotes text that is a placeholder for text or value(s) that you must supply.

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

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

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

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

This icon denotes a warning, which advises you of precautions to take to avoid damaging computer hardware or losing computer data.

mailto:[email protected]

https://www.ultimussupport.com


mailto:[email protected]

OverviewServices used by Ultimus Adaptive BPM SuiteUltimus BPM service

vi Ultimus System Administrator ultimus.com

Services used by Ultimus Adaptive BPM Suite

Ultimus Adaptive BPM Suite uses five services. These services are automatically installed when Ultimus Adaptive BPM Suite is installed. These services are briefly outlined below.

Ultimus BPM service

The Ultimus BPM service performs all workflow control functions that include:

• Processing and queuing submitted tasks

• E-mail notifications using the MAPI or SMTP e-mail protocols (see the note below)

• Ultimus Housekeeping (the routine maintenance of Ultimus BPM Database) like:

1. Checking for late tasks

2. Verifying system resources (such as available RAM, hard disk space, and database connections)

3. Initiating periodic business processes

Note: Ultimus BPM service needs a local Windows Administrator account on the computer hosting Ultimus BPM Server to perform e-mail notification.

Functionality with the Ultimus engine

The Ultimus BPM service controls various aspects of “behind the scenes” Ultimus engine functionality, including the following:

• The Ultimus BPM service checks for auto-launch incidents on a specified time interval as outlined in the Housekeeping node settings. It connects to the specified mail server, retrieves e-mails having the subject ULTIMUS-LAUNCH and then converts them into txtcmd files in the Common directory.

• The Ultimus BPM service checks for text command files in the Common directory. This check is performed every 30 seconds.

• The Ultimus BPM service confirms that the minimum computer hardware resources (as configured in the Housekeeping node settings) exist. The Ultimus BPM service checks for available hard disk space and memory. If the computer hosting Ultimus BPM Server runs low on memory or hard disk space, an e-mail notification is sent to the Ultimus BPM Manager.

• The Ultimus BPM service triggers the Ultimus Notification service to generate an e-mail relevant to specific occurrences. The Ultimus Notification service is used to notify a specified process participant or the Ultimus BPM Manager about the current status of a task. For example, if a task becomes late, an e-mail notification can be sent to the recipient of the task through the Ultimus Notification service.


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OverviewServices used by Ultimus Adaptive BPM Suite

Ultimus BPM service

• The Ultimus BPM Server performs Housekeeping. The Housekeeping function is configured in Ultimus System Administrator to determine how often this function runs. In each Housekeeping interval, the following happens (in this order):

a. A check is performed to determine if there are any periodic business processes to launch.

b. A check is performed to determine if any tasks have become late. Tasks are late if the defined completion time for the step has passed. A check is performed to determine if any incidents have reached the configured incident completion time, as configured in the map properties for the business process. If Housekeeping finds any incidents where the completion time has passed, then an Incident Time Limit Reached e-mail notification is sent.

c. A check is performed to determine if any future task assignments have expired. Future task assignments are configured, per process participant, through Ultimus Client or through Ultimus Process Administrator.

d. A check is performed to determine if any delayed tasks are to be activated. Tasks change from a delay status to an active status, as defined by the Delay Time setting in the step properties.

e. A check is performed to determine if there are any stalled incidents. Stalled incidents are defined as active incidents with no active tasks. If Housekeeping finds any stalled incidents, then an Ultimus Incident Stalled e-mail notification is sent to the process owner.

f. A check is performed for sequential task expiration.

g. Log entries, completed tasks and archived tasks are deleted. The interval for this deletion is configurable through Ultimus System Administrator.

h. Form files older than seven days are deleted.

Rules and guidelines

Following are the rules and guidelines that apply to the Ultimus BPM service:

• The Ultimus BPM service can run on any computer using Microsoft Windows Server 2003 or Microsoft Windows Server 2008 operating systems.

• Ultimus requires a dedicated database that is used as the Ultimus BPM Database module. It may run on the same computer as Ultimus BPM Server or on a different computer.

• One or more “external” databases may be used. Typically, these are used for existing business information, such as account numbers, part numbers, customer information, and the like. These databases may be located on any data source and can be accessed through an approved multi-threaded OLE DB driver. These databases are accessed as a part of the workflow process.


OverviewServices used by Ultimus Adaptive BPM SuiteUltimus Management service

viii Ultimus System Administrator ultimus.com

• Ultimus services support network load balancing for added scalability. To read more about network load balancing with Ultimus Adaptive BPM Suite, refer to Large-sized Ultimus BPM environment section in Ultimus Adaptive BPM Suite Configuration Guide.

• Ultimus provides full support for transactional database operations. Commit/rollback features are built-into COM+, which Ultimus BPM Server can leverage during database operations.

• All server objects are individual COM objects that are modular, scalable, and benefit from COM+.

Ultimus Management service

The Ultimus Management service maintains a cache which is used to efficiently retrieve Organization Charts data from memory.

Ultimus FloStation service

The Ultimus FloStation service manages Flobot tasks performed by Ultimus FloStation. This service is installed when the Ultimus FloStation module is installed.

Ultimus Notification service

The Ultimus Notification service manages and controls e-mail distribution for Ultimus BPM Server.

Ultimus XVS service

The Ultimus XVS service manages XML data transfer for Ultimus BPM Server.


ultimus.com 9 Ultimus System Administrator

1Launching Ultimus System Administrator

Ultimus System Administrator supports unified log on. When launched, Ultimus System Administrator determines the logged on Windows account user name and access rights, and makes available only those features which the logged on person has been granted access rights.

To launch Ultimus System Administrator, select Start»Programs»Ultimus Adaptive BPM Suite 8.3»Ultimus System Administrator. The Ultimus System Administrator user interface appears, as shown in Figure 1.

Figure 1. The Ultimus System Administrator main interface

Functionality within Ultimus System Administrator is briefly outlined below:

• Organizations: The Organizations node organizes all organizations which Ultimus BPM Server utilizes. An organization is used to retrieve user information from a Windows domain, Active Directory, LDAP, or a custom application. Selecting the Organizations node displays all organization names and their types in the result window on the right pane. For more information, refer to Organizations administration section.

• Connectors: The Connectors node organizes all defined connections made to database sources, e-mail servers, and Web services. The Connectors node is used to make global connections to objects for everyone in the Ultimus BPM environment. Therefore, whenever a connection is required by a business process, these pre-made connections can be used directly. Clicking the Connectors node displays the three connection types available. For more information, refer to Connectors administration section.


Launching Ultimus System Administrator

10 Ultimus System Administrator ultimus.com

• Work Hours: The Work Hours node is used to specify the business day working hours for the organization. Some clean-up functions, called “Housekeeping,” may be set to perform only when the business is not in working hours. This allows noncritical Ultimus BPM Database clean-up activities to take place during nonworking hours. Clicking the Work Hours node displays the exclusion days (days when the business is closed). For more information, refer to Specifying working hours for the organization section.

• License Management: The License Management node is used to administer Ultimus Adaptive BPM Suite licenses in the Ultimus BPM environment. Clicking on the License Management node displays license information and the names of all clients in the business with a license. For more information, refer to Ultimus License Management section.

• Online Users: The Online Users node is used to administer and, if required, forcefully disconnect any/all process participants who are currently logged on to Ultimus BPM Server through Ultimus Standard Client, Ultimus Thin Client, or a custom client. For more information, refer to Online Users section.

• Access Rights: The Access Rights node is used to grant Ultimus Adaptive BPM Suite access rights to users and groups from organizations defined in the Organizations node. For more information, refer to Working with access rights section.

• FloStations: The FloStations node is used to administer Ultimus FloStations and Flobots. For more information, refer to Ultimus FloStations section.

• Publishing Repositories: The Publishing Repositories node is used to access all properties related to repositories used for publishing business processes. For more information, refer to Publishing Repositories section.

• Log Filters: The Log Filters node is used to create log file filters to view Ultimus BPM activity. For more information, refer to Log Filters section.

• Additional Servers: The Additional Servers node is used to add version 6.x or version 7.x Ultimus BPM Servers to track tasks in the version 8 Ultimus BPM environment. For more information, refer to Working with additional Ultimus BPM Servers section.



2Basic Ultimus BPM Server configuration settings

This section discusses basic Ultimus BPM Server configuration settings from Ultimus System Administrator. Ultimus BPM Server may be accessed on a local network or from a remote Ultimus System Administrator installation. By default, Ultimus System Administrator is configured to connect to Ultimus BPM Server as if it were on the same computer.

Upon accessing basic Ultimus BPM Server properties (as specified below), refer to the following sections regarding these property categories:

• Configuring the General node properties

• Configuring the Housekeeping node properties

• Configuring the E-Mail Settings node properties

• Configuring the Advanced node properties

To configure Ultimus System Administrator to access Ultimus BPM Server on the local network, follow these steps:

1. Right-click the Ultimus System Administrator node, then select Connect to another computer (as shown in Figure 2).

Figure 2. Connecting to the Ultimus BPM Server


Basic Ultimus BPM Server configuration settings


The Select Computer dialog box appears, as shown in Figure 3.

Figure 3. Configuring Ultimus System Administrator to a local Ultimus BPM Server

2. Select the Local Computer option to connect to a local Ultimus BPM Server.

3. Click the OK button.

Note: When Ultimus BPM Server is on the local computer, the name displayed on the Ultimus System Administrator node is Local.

To configure Ultimus System Administrator to access a remote Ultimus BPM Server, follow these steps:

1. Right-click the Ultimus System Administrator node, then select Connect to another computer. The Select Computer: dialog box appears, as shown in Figure 4.

Figure 4. The Select Computer dialog box

2. Select the Another Computer option to access the Ultimus BPM Server remotely, as shown above. To locate the remote Ultimus BPM Server, enter its name/IP address into the Computer Name: text box. Alternatively, click the browse button next to the Computer Name: text box and browse for the computer hosting the remote Ultimus BPM Server.


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Basic Ultimus BPM Server configuration settings

3. Select whether the connection to the remote computer hosting Ultimus BPM Server is to use standard or secure HTTP protocols (by selecting the HTTP or HTTPS option, respectively).

4. In the Port: text box, enter the Ultimus BPM Server’s listening port.

5. From the User ID: and Password: text boxes, respectively, enter the user name and password to log on to the remote computer.

6. From the Domain: combo box, select the domain that the remote computer is on.


Note: When Ultimus BPM Server is on a remote computer, the name of that remote computer is displayed on the Ultimus System Administrator node.

To modify Ultimus BPM Server properties, follow these steps:

1. Right-click the Ultimus System Administrator node, then select BPM Server Properties. The BPM Server Properties dialog box appears (as shown in Figure 5). The dialog box defaults to the General node.

Figure 5. The General node in BPM Server Properties dialog box

2. Modify the parameters as described in the following sections:

• Configuring the General node properties

• Configuring the Housekeeping node properties

• Configuring the E-Mail Settings node properties

• Configuring the Advanced node properties


Basic Ultimus BPM Server configuration settingsConfiguring the General node properties


Configuring the General node properties

The General node is used to configure the following properties:

• Configuring Ultimus BPM Database connectivity and security: These settings specify how Ultimus BPM Server connects to Ultimus BPM Database.

• Configuring the Common directory: Ultimus BPM Server uses the Common directory to house text command (txtcmd) launch files for automatic new incident generation.

• Specifying the Web host name: The Web host name is a public-facing alias for the computer hosting Ultimus BPM Server. This alias is used in the following situations:

a. This alias is used in all URLs pointing to the Ultimus BPM Server in alerts and e-mail notifications. For example, an Ultimus Reports alert can be configured to include a report URL for directly opening a report, using the following format:http://Web_Host_Name/ultweb/ultwebreports/ReportGenerator.aspx?report_name. For further information on using such alerts, refer to Ultimus Reports Help.

Similarly, e-mail notification can be configured to include a form URL to open Ultimus Forms directly. This form URL (known as the DefaultFormURL) uses the Web host name as the Ultimus BPM Server name. For further information about e-mail notifications, refer to Ultimus BPM Studio Help.

b. This alias is used as the Ultimus BPM Server name when opening third-party (Word, Excel and InfoPath) forms and running FloStations remotely over HTTPS.

• Specifying SharePoint attachments repository: In Ultimus Adaptive BPM Suite, Microsoft SharePoint Server is used for document storage. Attachment placeholders may now be customized for each step in a business process and all attachments are saved in Microsoft SharePoint server. Attachments may now be viewed, attached, or detached from forms irrespective of where these attachments are stored. In addition to Process attachments, the SharePoint Flobot can also be configured to save/retrieve files from a SharePoint repository. Whenever a SharePoint Flobot is trained for this purpose, the SharePoint repository specified in the SharePoint Attachments Repository text box appears as the default repository in the Flobot training.

• Client Broadcast Message: The Client Broadcast Message is set by the system Administrator. The purpose of this message is to give information about the workflow administration or server configuration. Clients fetch this message from Ultimus System Administrator. This feature has been added because server broadcasting to all clients can sometimes be undesirable for some customers.

How to perform each of these tasks is outlined below.




To configure Ultimus BPM Database connectivity and security, follow these steps:

1. Open the BPM Server Properties dialog box. The properties dialog box defaults to the General node, as shown in Figure 6.

Figure 6. Configuring Ultimus BPM Database connectivity and security

2. From the Database Type: combo box in the BPM Server Database Settings group, specify which database application is serving as Ultimus BPM Database in your Ultimus BPM environment:

• If Microsoft SQL Server is used as Ultimus BPM Database, select the SQL Server option.

• If Oracle is used as Ultimus BPM Database, select the Oracle option.

3. If using Microsoft SQL Server as Ultimus BPM Database, the Server: text box is displayed. In the Server: text box, enter the name of the computer hosting Ultimus BPM Database to which Ultimus BPM Server is to connect.

If using Oracle as Ultimus BPM Database, the Service Name: text box is displayed. In the Service Name: text box, enter the service name for Ultimus BPM Database.

4. In the User ID: text box, enter the user name to connect to Ultimus BPM Database.

5. In the Password: text box, enter the password to access Ultimus BPM Database.

6. Select the Use Trusted Connection check box to use a trusted connection. The Use Trusted Connection option uses the log on account information based on the Windows domain login. When Use Trusted Connection is selected, the User ID: and Password: text boxes are disabled.

Tip: If the connection to Ultimus BPM Database is utilizing a SQL trusted connection, refer to Configuring a trusted database connection to SQL Server section in Ultimus Adaptive BPM Suite Configuration Guide for a detailed explanation of the necessary configurations to make.




7. If using Microsoft SQL Server as Ultimus BPM Database, the Catalog: text box is displayed. In the Catalog: text box, enter the name of the database (created in SQL Server) that serves as Ultimus BPM Database.


To configure the Common directory, follow these steps:

1. Open the BPM Server Properties dialog box. The properties dialog box defaults to the General node.

2. Select the Directories subnode under the General node, as shown in Figure 7.

Figure 7. Configuring the Common directory

3. In the Directories group, specify the Common directory path in the Common Directory: text box. Ultimus BPM Server uses the Common directory to house text command (txtcmd) launch files for automatic new incident generation. Under normal circumstances, this directory path should not be changed. However, this path may be customized as needed. The Common Directory path can either be specified as a mapped drive or a UNC path.


To automatically launch a business process with a text file, follow these guidelines:

1. The format of the text command file must be exactly as shown below. The following are syntax variables that can be used in the formatted ASCII text file:

• ElementRef: This references an element name for the Begin step of the business process.

• Owner: This references the owner of the Begin step. The specified owner in the text command file is named the initiator of the process incident when the process is launched. Moreover, the specified owner must be a valid Begin step user for the published business process.




Line 1 is required. The remaining lines are optional, based on the process design and what information is needed to complete the Begin step. If the format of the ASCII text file does not meet the required specifications, then either incorrect values are passed to Ultimus BPM Server or Ultimus BPM Server fails to process the text command line.

2. Name the file TXTCMD.??? (where the ??? is replaced with any three letters or numbers).

3. Place the ASCII text command file in the Common directory (located in Ultimus Adaptive BPM Suite’s installation directory) on the computer hosting Ultimus BPM Server.

Tip: This simple technique allows any third-party application that can generate an ASCII text file to initiate a business process.

Table 1. Formatting requirements for an ASCII text file to launch a business process

Line Numberof the text file Required Content Example

Line 1 The name of the business process to be initiated

Purchase Order

Line 2 TaskData.Global.MyGlobalElement=data

TaskData.Global.MyGlobalElement=Additional Clients

Line X (X being a line of text after line 3)

TaskData.Global.MyGlobalElement=New Hardware

TaskData.Global.MyOtherGlobalElement=New Hardware

Line X+1 Owner=domain name/owner’s short name Owner=YourDomain/Ksmith




To specify the Web host name, follow these steps:


2. Select the Other Configurations subnode under the General node, as shown in Figure 8.

Figure 8. Specifying the Web host name

3. In the Web Host Name text box, enter the name which is to appear as the Ultimus BPM Server name in all alerts and e-mail notifications sent. By default the Web Host Name text box displays the name of the computer hosting Ultimus BPM Server. The name entered in the Web Host Name text box serves as an alias for hosting the Ultimus BPM Server.





To specify the SharePoint Attachments Repository, follow these steps:



Figure 9. Specifying the SharePoint Attachments Repository

3. In the SharePoint Attachments Repository text box, enter the URL to the SharePoint site document library.


To configure the Client Broadcast Message, follow these steps:



Figure 10. Specifying the Client Broadcast Message


Basic Ultimus BPM Server configuration settingsConfiguring the Housekeeping node properties


3. In the Client Broadcast Message text box, enter any message that is to be broadcast to all clients connected to Ultimus BPM Server through Ultimus Clients. This message displays in the status bar of Ultimus Clients.


Configuring the Housekeeping node properties

The Housekeeping node is used to configure the following properties:

• Specifying the interval of marking completed incidents as archived: A system Administrator can specify a duration after which the completed incidents may be marked as ready to be archived. This means that the archived incidents are moved to another partition within Ultimus BPM Database, thus separating them from the active incidents. This improves Ultimus BPM Server's performance when it processes the active incidents.

• By default, this time interval is set to 5 days. However, these marked completed incidents are archived in accordance to the time interval set for performing the Housekeeping maintenance tasks.

• Configuring how long log files are saved for later reference: A system Administrator may control how long the log history can be maintained. Logs are used to capture Ultimus BPM Server activity, such as workflow incidents or Ultimus FloStation usage. These logs are saved for later reference, but may eventually be deleted. By default, the logs are maintained for two days. The entries within the log files pertain to information messages, error messages and warning messages. For information how to work with logs, refer to Log Filters section.

• Configuring the Ultimus BPM Server intervals and automated functions (Housekeeping): Ultimus BPM Server performs certain functions on a periodic basis. This is known as Housekeeping. The Housekeeping function checks for late and overdue tasks, periodic incidents, archived incidents, process auto-launch, stalled incidents and database integrity at user-defined intervals. The number of tasks a single housekeeping cycle performs is also configurable.

Housekeeping intervals can be set for checking tasks that are delayed, are late or overdue. This is helpful as the Ultimus BPM Manager may specify the time period to enable or disable checking, depending upon the tasks-per-day volume. Housekeeping intervals can similarly be set by the Ultimus BPM Manager to check process incidents that are marked as ready to be archived, stalled, or late. The time interval in which Ultimus BPM Server automatically launches new process incidents may also be set. Depending upon the number of tasks per day, the record count can also be changed.

• Specifying the time interval for disabling the Ultimus Housekeeping during and after working hours: Housekeeping functions may be disabled at specific time intervals when the Ultimus clients' tasks per day level is very high and computer processing should not be used for Housekeeping events. When Ultimus Housekeeping is disabled, Ultimus BPM Server does not perform maintenance tasks or monitor threshold settings. When Ultimus Housekeeping is disabled, CPU cycles on the computer hosting Ultimus BPM Server can be used for other functions.




• Specifying the time interval for performing the maintenance tasks: The time when the completed incidents and tasks marked as “Archived” should be moved to Archive can be specified. Also, the time when the old completed/archived incidents should be deleted can also be configured. This is done under the maintenace section in the Advance Housekeeping settings.

• Specifying the threshold values and the time interval for system checkup: A system Administrator may specify a minimum amount of available memory and hard disk space to be made available on the computer hosting Ultimus BPM Server. If the available hard disk space or available memory becomes less than the specified limit, an auto-generated e-mail notification may be sent to the Ultimus BPM Manager.


To specify the frequency of incident archival and log filter deletion, follow these steps:

1. Open the BPM Server Properties dialog box, then select the Housekeeping node. Expand the Housekeeping node and select the Settings subnode, as shown in Figure 11.

Figure 11. The Settings subnode selected under the Housekeeping node

2. In the Mark Incidents Older Than text box, enter the number of days to maintain completed incidents with their status as Completed. After the specified number of days, completed incidents are marked for archiving. If 0 is entered in the Mark Incidents Older Than text box (or left empty), completed incidents are not be marked for archiving. The default value is 5 days.

3. In the Delete Archived Incidents Older Than text box, enter the time duration (in days) to keep a record of archived incidents before deleting them. The default value is 30 days.

4. In the Delete Log Entries Older Than text box, enter the time duration (in days) till which a record of archived incidents is maintained. The default value is 2 days.





To configure the interval in which Ultimus Housekeeping activates delayed tasks, marks overdue tasks and marks delayed tasks, follow these steps:

1. Open the BPM Server Properties dialog box, then select the Housekeeping node. Expand the Housekeeping node and select the Times subnode, as shown in Figure 12.

Figure 12. The Times (standard) subnode selected under the Housekeeping node

2. From the Minutes combo box in the Tasks category, select an interval (in minutes) after which Ultimus Housekeeping should:

a. activate delayed tasks;

b. mark overdue tasks; and

c. mark delayed tasks.

The default value is 5 minutes.




3. To configure advanced Housekeeping settings, select the Configure Advanced Settings option (as shown in Figure 13).

Figure 13. The Times (advance settings) subnode selected under the Housekeeping node

4. To run the Housekeeping service during work hours, select the True option from the Enabled combo box of the During Work Hours subcategory; otherwise, select the False option. By default, the value is set to True. For more information about work hours, refer to Specifying working hours for the organization section.

5. In the Minute(s) combo box, specify at what interval (in minutes) task-related Housekeeping functions are to take place during work hours. By default, the value is set to 5 minutes.

6. In the Records Count text box, enter the number of records that should be processed in each housekeeping cycle during work hours. The default value for the record count during working hours is set to 50 records.

7. To run the Housekeeping service after work hours, select the True option from the Enabled combo box of the After Work Hours subcategory; otherwise, select the False option. By default, the value is set to True.

8. In the Minute(s) combo box, specify at what interval (in minutes) task-related housekeeping functions are to take place after work hours. By default, the value is set to 5 minutes.

9. In the Records Count text box, enter the number of records that should be processed in each housekeeping cycle. The default value for the record count after working hours is set to 200 records.

10. Select the OK button.




To configure the Housekeeping interval to automatically launch processes, mark incidents as archived and stalled, and check for late incidents, follow these steps:



2. From the Minutes combo box of the Incidents category, select an interval (in minutes) after which Ultimus Housekeeping should:

a. launch periodic incidents;

b. mark incidents as archived;

c. check for incident completion time; and

d. mark incidents as stalled.

The default value is 5 minutes.




3. To configure advanced Housekeeping settings, select the Configure Advanced Settings option (as shown in Figure 15).

Figure 15. The Times (advance settings) subnode selected under the Housekeeping node

4. To run the Housekeeping service during work hours, select the True option from the Enabled combo box of the During Work Hours subcategory; otherwise, select the False option. By default, the value is set to True. For more information about work hours, refer to Specifying working hours for the organization section.

5. In the Minute(s) combo box, specify at what interval (in minutes) incident related housekeeping tasks are to take place during work hours. By default, the value is set to 5 minutes.

6. In the Records Count text box, enter the number of records that should be processed in each housekeeping cycle during work hours. The default value for the record count during working hours is set to 50 records.

7. To run the Housekeeping service after work hours, select the True option from the Enabled combo box of the After Work Hours subcategory; otherwise, select the False option. By default, the value is set to True.

8. In the Minute(s) combo box, specify at what interval (in minutes) incident related housekeeping tasks are to take place after work hours. By default, the value is set to 5 minutes.

9. In the Records Count text box, enter the number of records that should be processed in each housekeeping cycle after work hours. The default value for the record count after working hours is set to 200 records.





To specify the time interval for performing maintenance tasks, follow these steps:



2. In the Move Every combo box from the Maintenance Tasks category, select an interval (in days, weeks, or months) after which Ultimus Housekeeping should:

a. delete old completed incidents;

b. move completed incidents marked as “Archived”;

c. delete old completed archived incidents; and

d. delete old Ultimus form files.

The default value is once a week.

3. If the Month or Week option is selected, specify the month/day from the Day of Month/Day of Week combo box.

4. From the Time combo box, select the time when the Housekeeping performs maintenance of Ultimus BPM Database and runs a series of checks as described in Functionality with the Ultimus engine section.





To specify the time interval for disabling all Housekeeping functions, follow these steps:



2. From the Enabled combo box in the Disable Housekeeping category, select True if it is required to disable the Housekeeping service. Otherwise, select False. By default, the value is set to False. If set to True, the Start Time and End Time combo boxes become enabled.

3. In the Start Time combo box, enter the time in which the disabled Housekeeping interval is to begin.

4. In the End Time combo box, enter the time in which the disabled Housekeeping interval is to end.





To specify the system check and minimum threshold requirements, follow these steps:

1. Open the BPM Server Properties dialog box and select the Housekeeping node.

2. Expand the Housekeeping node, then select the System Checkup subnode, as shown in Figure 18.

Figure 18. The System Checkup subnode under the Housekeeping node

3. From the System Check text box, specify an interval (in minutes) after which Ultimus BPM Server performs a system check. This is when Ultimus BPM Server verifies that the current amount of hard drive space and available memory is sufficient to host Ultimus BPM Server.

4. In the Hard Disk Space text box, enter the minimum amount of memory (in megabytes) that must be available to properly host Ultimus BPM Server. If the amount of available memory becomes less than what is specified here, an e-mail notification is sent to the Ultimus BPM Manager. The default value is 100 MB.

5. In the Memory text box, enter the minimum amount of memory (in megabytes) required on the computer hosting Ultimus BPM Server. If the amount of available memory becomes less than what is specified here, an e-mail notification is sent to the Ultimus BPM Manager. The default value is 1 MB.




Basic Ultimus BPM Server configuration settingsConfiguring the E-Mail Settings node properties

Configuring the E-Mail Settings node properties

The E-Mail node is used to configure the following properties:

• Configuring the Ultimus BPM Manager’s e-mail address: For the proper management of workflow, the organization should specify an Ultimus BPM Manager. The Ultimus BPM Manager is a point-of-contact when Ultimus BPM Server must notify the organization of important information. Ultimus BPM Server automatically notifies the Ultimus BPM Manager by e-mail whenever a critical situation occurs during the course of any workflow incident.

Below is a list of reasons the Ultimus BPM Manager might receive notification of violations:

a. The maximum number of named client licenses and/or tasks per day limit has been reached.

b. The available hard disk space on the computer hosting Ultimus BPM Server has fallen below the specified limit, as defined under the Housekeeping node. For more information how to adjust this setting, refer to Configuring the Housekeeping node properties section.

c. The available memory on the computer hosting Ultimus BPM Server has fallen below the specified limit, as defined under the Housekeeping node. For more information how to adjust this setting, refer to Configuring the Housekeeping node properties section.

• Enabling e-mail notification for the Ultimus BPM Manager, process owners, and process experts: E-mail notifications allow process owners and process experts to be notified of important event information (such as indications when Flobots stall or Unruly Events occur). Therefore, it is recommended that e-mail notifications be used.

If e-mail notification is activated, the Ultimus BPM Manager is notified of the routing events by e-mail. Process participants may also receive e-mail notifications that are configured in Ultimus BPM Studio. Ultimus BPM Server can also be configured to automatically launch an Ultimus process from an e-mail message.

• Overriding the notification e-mail address: Ultimus BPM Server may be configured to override e-mail addresses of all recipients with a single e-mail address for notifications, and in E-Mail and Exchange Flobots. This setting is useful when business processes are being tested and the e-mails should not be sent to the actual recipients.

• Enabling automatic process launch by e-mail: Ultimus BPM Server may be configured to automatically launch a business process from an e-mail message. The e-mail system which Ultimus BPM Server uses to receive e-mail messages must be configured. Ultimus System Administrator offers configuration settings for MAPI, SMTP, or a custom e-mail application/solution.

Configuration detail of each of these functions is outlined below.




To specify the Ultimus BPM Manager’s e-mail address, follow these steps:

1. Open the BPM Server Properties dialog box, then select the E-Mail Settings node (as shown in Figure 19).

Figure 19. The E-Mail Settings node properties

2. In the E-Mail Address text box, enter the Ultimus BPM Manager’s e-mail address.


Caution: Failure to enter an e-mail address for Ultimus BPM Server may result in critical e-mails not being received. For example, if Ultimus BPM Server is not properly configured to send e-mails, the Ultimus BPM Manager would not be notified of license violation issues.




To enable e-mail notification, follow these steps:

1. Open the BPM Server Properties dialog box, then select the E-Mail Settings node.

2. Expand the E-Mail Settings node, then select the Notification subnode, as shown in Figure 20.

Figure 20. The Notification subnode in E-Mail Settings node with E-mail Notification enabled

3. Select the Enable E-Mail Notification check box.

4. Select the MAPI, SMTP, or Custom option, based on the e-mail system installed. Depending on the option selected, different text boxes in the Enable E-mail Notification section become enabled.

5. Enter the appropriate configuration information, depending upon the e-mail server installed.

a. MAPI: In the MAPI Profile text box, enter the Microsoft Exchange Profile for Ultimus BPM Server (as shown in Figure 21).

Figure 21. Enabling E-Mail Notification using MAPI




Note: If the MAPI Profile text box is left empty, the default Microsoft Exchange Profile on Ultimus BPM Server must be used.

b. SMTP: Enter the following information:

1. Host Server: In the Host Server text box, enter the name of the SMTP hosting server.

2. From: In the From text box, specify the e-mail address that Ultimus BPM Server uses to send notifications.

Tip: It is recommended to create an e-mail address that can be easily related to Ultimus BPM Server. This way, the Ultimus system Administrator, upon reception of an e-mail, can quickly tell that there is an issue with Ultimus BPM Server.

3. Authentication Type: Select one of the following options:

• No Authentication: Selecting this option sends notifications without authentication (as shown in Figure 22).

Figure 22. Enabling E-Mail Notification using No Authentication




• Authentication using POP: This option sends notifications using POP authentication. If this option is selected, a valid POP port, log on name, and password must be specified for authentication (as shown in Figure 23).

Figure 23. Enabling E-Mail Notification using POP Authentication

• Authentication using SMTP: This option sends e-mail notifications using SMTP authentication. If this option is selected, a valid SMTP port, log on name, and password must be specified for authentication (as shown in Figure 24).

Figure 24. Enabling E-Mail Notification using SMTP Authentication




c. Custom: A custom e-mail notification DLL file may be used (as shown in Figure 25). Enter the path for the custom e-mail notification DLL file as shown below. For more information about how to configure a custom e-mail notification DLL file, refer to the Enterprise Integration Kit Manual.

Figure 25. Enabling E-Mail Notification using Custom Mail system

6. Click the Test button to test the specified e-mail settings. The E-Mail Address dialog box appears (as shown in Figure 26). Enter a valid e-mail address and select the OK button. An e-mail is sent to this e-mail address if e-mail server settings are configured properly.

Figure 26. The E-Mail Address dialog box

If a test e-mail is successfully sent to the specified e-mail address, a message stating so displays (as shown in Figure 27).

Figure 27. The Test window for e-mail notification settings




Note: In order to ensure that the e-mail test emulates true run time functionality, the e-mail Test button should use the account specified in the From text box in the Enable Email Notification section.

However, upon an unsuccessful connection to the configured e-mail server, a message stating so displays (shown in Figure 28).

Figure 28. The dialog box showing an unsuccessful connection to an e-mail server

7. Click the OK button to close the dialog box.


To override the notification e-mail recipient, follow these steps:


2. Expand the E-Mail Settings node, then select the Notification subnode, as shown in Figure 29.

Figure 29. The Notification subnode with Override Notification E-mail Address selected

3. Select the Override Notification E-Mail Recipient check box.

4. In the text box, enter an e-mail address which is to override the default e-mail address for notifications. All e-mails from Ultimus BPM Server are sent to this e-mail address instead of going to the actual step recipients.





To allow business processes to be initiated from e-mail, follow these steps:


2. Expand the E-Mail Settings node, then select the Auto Launch subnode, as shown in Figure 30.

Figure 30. Auto Launch subnode under E-Mail settings node in BPM Server Properties dialog box

3. Select the Enable Auto Launch check box. When enabled, Ultimus BPM Server automatically logs on to the configured e-mail account and checks for any message with the subject ULTIMUS-LAUNCH. The interval at which Ultimus BPM Server checks for messages is not configurable, it is checked automatically after every 5 minutes. For more information on setting this interval, refer to Configuring the Housekeeping node properties section.

The e-mail must conform to the following specifications:

• The subject line of the e-mail message must read ULTIMUS-LAUNCH.

• The first line must always be the name of the business process to be launched.

• Subsequent lines contain the data to be transferred.

• The message must be in plain text.

Note: If the e-mail message has an attachment, it is ignored by Ultimus BPM Server.

When the e-mail is sent, the first step of the business process is filled automatically with the data contained in the message. The business process then continues as designed. Below is a sample e-mail message:

Sample Process

Var1=My Sample Data

Var2=123.5

Var3=More Sample Data

Owner=domain_name/ksmith




In this example, the e-mail instructs Ultimus BPM Server to launch the Sample Process, where Sample Process is the name as was given to the business process in Ultimus BPM Studio before it is published. It then instructs Ultimus BPM Server to populate the form for the first step with data. The XML schema element name is specified first, then the value. It also instructs Ultimus BPM Server to assign the initiator of the process as Kathy Smith (by following domain name/user name format). Ultimus BPM Server launches this business process automatically and then deletes the e-mail message.

4. Select the MAPI, SMTP or Custom option to specify an e-mail system. Depending on which is selected, different text boxes in the Enable Auto Launch section become enabled.

5. Enter the appropriate configuration information, depending on the e-mail server installed:

a. MAPI: In the User Profile text box, enter the Microsoft Exchange Profile for Ultimus BPM Server.

Note: If the MAPI Profile text box is left empty, the default Microsoft Exchange Profile must used.

b. SMTP: Enter the following information:

1. Host Server: In the Host Server text box, enter the name of the SMTP host server.

2. From: In the From text box, enter the e-mail address that Ultimus BPM Server uses to send notifications.

Tip: It is recommended to create an e-mail address that can be easily related to Ultimus BPM Server. This way, the Ultimus system Administrator can quickly tell, on reception of an e-mail, that there is an issue with Ultimus BPM Server.

3. SMTPPort: In the SMTPPort text box, enter a valid SMTP port number.

4. POP3Port: In the POP3Port text box, enter a valid POP port.

5. Login: In the Login text box, enter a log on name for the user authentication corresponding to the e-mail address.




6. Password: In the Password text box, enter a valid password for authentication of the user corresponding to the e-mail address (as shown in Figure 31).

Figure 31. Enabling E-Mail Auto Launch using POP Authentication

6. Click the Test button to test the specified e-mail settings. The E-Mail Address dialog box appears (as shown in Figure 32). Enter the e-mail address of the receiver, then select the OK button.

Figure 32. The E-Mail Address dialog box

If a test e-mail is successfully sent to the specified e-mail address, a message stating so displays (as shown in Figure 33).

Figure 33. The Test window for Email Notification settings



Basic Ultimus BPM Server configuration settingsConfiguring the Advanced node properties

However, upon an unsuccessful connection to the configured e-mail server, a message stating so displays (as shown in Figure 34).

Figure 34. The dialog box showing an unsuccessful connection to an e-mail server

7. Click the OK button to close the message box, then select the OK button again.

Configuring the Advanced node properties

The Advanced node is used to configure the following properties:

• Configuring advanced Ultimus BPM Server properties: All Ultimus-related user account information, including Ultimus services and COM+ packages, may be changed. This is useful in case the Windows account password for the “Ultimus” Windows account has changed since Ultimus Adaptive BPM Suite was installed.

• Enabling client authentication: The Ultimus BPM Manager may enable or disable client authentication. Disabling client authentication allows process participants to log on to an Ultimus client, Ultimus Organization Charts, or Ultimus Reports without entering a password; this is especially useful to test settings, but is not recommended for production BPM environments.

• Enabling user access rights: If the Enable Access Rights option is enabled, then security for Ultimus modules and administrative functions is active. Specific module based rights must first be assigned on a per-user basis through the Access Rights node in Ultimus System Administrator. For more detailed information on how to set access rights, refer to Working with access rights section.

• Enabling single sign on: Enabling single sign on allows process participants to log on to Ultimus modules without entering the log on credentials. When single sign on is enabled, Single Sign On verifies user credentials.

• Enabling engine events: If the Enable Engine Events check box is selected, then the EIK Subscription Interface is enabled. For information on the EIK Subscription Interface and how it is used, refer to Events Subscription Interface section in Enterprise Integration Kit Manual.





To configure advanced Ultimus BPM Server properties, follow these steps:

1. Open the BPM Server Properties dialog box, then click the Advanced node (as shown in Figure 35).

Figure 35. The Advanced node in BPM Server Properties dialog box

2. Change Ultimus-related user account information by entering the Windows account user ID in the User ID: text box and enter the Windows account password in the Password: text box if a change has been made to the user name and /or password values in the Windows account under which the Ultimus BPM Server was installed. Failure to do so may result in the Ultimus services and/or Ultimus COM+ packages not starting properly.

Caution: It is advised not to change the values in the User ID: and Password: text boxes during times when Ultimus BPM Server is active. Moreover, if these values need to be changed, then it is also necessary to manually restart the Ultimus COM+ packages and Ultimus services.





To configure security settings in Ultimus System Administrator, follow these steps:

1. Open the BPM Server Properties dialog box, then select the Advanced node.

2. Expand the Advanced node, then select the Security subnode, as shown in Figure 36.

Figure 36. The Security subnode under the Advanced node

3. Ensure the Enable Client Authentication check box is selected to enable client authentication. This option is selected by default.

4. Select the Enable Access Rights check box to enable Ultimus user access rights. When this option is selected when a user starts any Ultimus application, Ultimus Adaptive BPM Suite automatically checks the user’s log on name against the access rights values stored in Ultimus BPM Database. If the user has not been granted sufficient rights to run the application/module/function, the user is informed that the application/module/function cannot be executed.

Note: At least one user must have administrative rights for Ultimus System Administrator to enable the Enable Access Rights check box.

5. Select the Enable check box in the Single Sign On section to enable single sign on functionality. When the Enable check box is selected, the URL text box is available.

6. In the URL: text box, enter the URL of the SSO ASP page. Custom authentication schemes (referred to as “single sign on” or “SSO”) can be built using ASP pages. For more information, refer to Enabling Single Sign On (SSO) for Ultimus clients section in Ultimus Adaptive BPM Suite Configuration Guide.

7. In the Form Authentication Timeout text box, enter the cookie timeout interval in minutes associated with KEYFORM_URL links in Ultimus e-mail notifications. Only integer values are allowed. The default value for the Form Authentication Timeout text box is 0 minutes.




Note: Based on the value of the Form Authentication Timeout text box, Ultimus Form users experience the following:

• If the Form Authentication Timeout text box has a value of 0, the first time Ultimus Form users click a KEYFORM_URL link, those users are prompted for user name/password verification. They are not asked to authenticate again, because a cookie with no expiration date/time is set on their computer.

• If the Form Authentication Timeout text box has a value in the range of 1-9999 (minutes), Ultimus Form users must be initially prompted for user name/password verification. But now, the installed client-side cookie expires according to the value set in the Form Authentication Timeout text box. As such, once the time period has expired and no other Ultimus forms are opened via Web links within the specified number of minutes, Ultimus Form users are prompted again for user name/password the next time an Ultimus form is opened via the Web link KEYFORM_URL.


To enable engine events, follow these steps:

1. Open the BPM Server Properties dialog box, then select the Advanced node.

2. Expand the Advanced node, then select the Event Configuration subnode, as shown in Figure 37.

Figure 37. The Event Configuration subnode under the Advanced node

3. Select the Enable Engine Events check box.


Now, Ultimus BPM Server activity launches Ultimus Event Subscription Interface Events. For information on the Ultimus EIK Subscription Interface and how it is used, refer to Events Subscription Interface section in the Enterprise Integration Kit Manual.



3Organizations administration

Core aspects of BPM are process participants and job functions. Since routing depends on job functions their relationships to each other, it is important for the Ultimus BPM environment to be aware of the organization of the company. This is Ultimus Business Organization Database’s role within the Ultimus Adaptive BPM Suite. Ultimus Adaptive BPM Suite defines organizations as two types:

• Business organizations: Business organizations are composed of interrelated departments and sub departments. Job functions are defined for members of a department. These job functions and various departments also interrelate. The relations between job functions or departments are usually of a hierarchical nature. Business organizations are maintained in Ultimus Business Organization Database. Once the business organization is defined, processes may be created and entities in the business organization may be set as step recipients.

• Directory organizations: Ultimus provides customers the facility to configure their already existing network directory or custom information system as an alternative to the business organization. This way their predefined organizational structure can be used in Ultimus. Thus, their directory structure represents a Directory organization.

Multiple directories and custom systems such as Directory organizations can be configured in Ultimus Organization Charts. Each directory/custom source then represents a unique organization, independent of each other. These directories can be configured and managed in Ultimus System Administrator through the Organizations node. Organizations node manages Ultimus Business Organization Database, configures Ultimus Management Service cache, and enables the Ultimus BPM Manager to unlock business chart departments and groups. Each of these is explained below:

• Managing Ultimus Business Organization Database: The Ultimus Business Organization Database (SQL Server or Oracle) is managed by the Organizations node. Business organizations configured in Ultimus Organization Charts are accessible in Ultimus System Administrator and can be managed by changing the properties of Ultimus Business Organization Database.

• Configuring Ultimus Management service cache: The Ultimus Management service cache is used to efficiently retrieve Organization Charts data from the memory. The Organizations node allows to configure and clear the cache.

• Unlocking business chart departments and groups: The Ultimus BPM Manager may unlock business chart departments and groups that are locked because of the abnormal termination of Ultimus Business Organization Chart.


Organizations administration


To create a new directory for use, follow these steps:

1. Right-click the Organizations node, then select Add Directory Organization, as shown in Figure 38.

Figure 38. Selecting the Add Directory Organization option

The Directory Configuration dialog box appears, as shown in Figure 39.

Figure 39. The Directory Configuration dialog box

2. In the Organization Name: text box, enter the name of the new directory.

3. Perform one of the following tasks corresponding to these options:

• Configuring Organizations for use with LDAP

• Configuring Organizations for use with Active Directory

• Configuring Organizations for use with custom settings

• Configuring Organizations for use with a local computer





To edit the Ultimus Business Organization Database, follow these steps:

1. Select the Organizations node.

2. Right-click Business Organization from the result window, then select Properties, as shown in Figure 40.

Figure 40. Selecting the Properties option of Business Organization from the result window

The Business Organization Configuration dialog box appears, as shown in Figure 41.

Figure 41. The Business Organization Configuration dialog box




3. From the Database Type: combo box, specify which database application is serving as Ultimus Business Organization Database in your Ultimus BPM environment:

• If a supported Microsoft SQL Server application is used, select the SQL Server option.

• If a supported Oracle Server application is used, select the Oracle option.

Tip: If the connection to Ultimus Business Organization Database is utilizing a SQL trusted connection, refer to Configuring a trusted database connection to SQL Server section in Ultimus Adaptive BPM Suite Configuration Guide for a detailed explanation of the necessary configurations to make.

4. If using Microsoft SQL Server as Ultimus Business Organization Database, the Server: text box is displayed. In the Server: text box, enter the name of the computer hosting Ultimus Business Organization Database.

If using Oracle Server as Ultimus Business Organization Database, the Service Name: text box is displayed. In the Service Name: text box, enter the service name for Ultimus Business Organization Database.

5. In the User ID: text box, enter the user name to connect to Ultimus Business Organization Database.

6. In the Password: text box, enter the password to access Ultimus Business Organization Database.

7. If using Microsoft SQL Server as Ultimus Business Organization Database, select the Use Trusted Connection check box to use a trusted connection. The Use Trusted Connection option uses the log on account information based on the Windows domain login. When Use Trusted Connection is selected, the User ID: and Password: text boxes are disabled.

8. If using Microsoft SQL Server as Ultimus Business Organization Database, the Catalog: text box is displayed. From the Catalog: combo box, select the name of the database (used in SQL Server) that serves as Ultimus Business Organization Database.





To unlock Ultimus Business Organization departments or groups, follow these steps:


2. Right-click Business Organization from the result window, then select Unlock Departments and Groups, as shown in Figure 42.

Figure 42. Selecting Unlock Departments and Groups option in Business Organization

The Organization Departments and Groups dialog box appears, as shown in Figure 43.

Figure 43. The OC Departments and Groups dialog box

3. Select a locked group or department, then click the Unlock button.

4. Select the Done button.




To delete a directory, follow these steps:


2. Right-click the directory name from the result window that is to be deleted, then select Delete (as shown in Figure 44).

Figure 44. Selecting the Delete option

3. A dialog box appear asking for confirmation. Select the OK button. The directory is now deleted.

To edit the properties of a directory, follow these steps:


2. Right-click the directory name from the result window that is to be deleted, then select Properties (as shown in Figure 45).

Figure 45. Selecting the Properties option




3. The Directory Configuration dialog box appears. Edit the properties as required, then select the OK button.

Note: Once defined, the name of the Organization cannot be changed.

To edit the cache settings, follow these steps:

1. Right-click the Organizations node, then select Cache Settings. The Cache Settings dialog box appears (as shown in Figure 46).

Figure 46. The Cache Settings dialog box

2. Select the Enable Caching check box. The spinner box for specifying the time interval for clearing the cache becomes enabled.

3. From the Clear Cache: spinner box, select the time (in hours) to specify the time interval after which the Organizations cache is cleared.

4. Click the Clear Cache Now button to clear the cache immediately. A message box appears confirming the cache clearance (as shown in Figure 47).

Figure 47. The Cache Clearance confirmation dialog box



Organizations administrationConfiguring Organizations for use with LDAP


Configuring Organizations for use with LDAP

Ultimus BPM Server can be configured to retrieve user information from LDAP directories. When configured on LDAP, Ultimus Organization Charts and Ultimus clients read and display users and their information as specified on the Directory service. Using LDAP, Ultimus BPM Server retrieves the following information for a user:

• Organizational Unit: Ultimus BPM Server retrieves the name of the Organizational Unit in which that the user belongs.

• Department Name: Ultimus BPM Server retrieves the name of the department in which the user belongs.

• Full Name: Ultimus BPM Server retrieves the full name of a user, such as Marcus Anthony. Ultimus refers to the common name (CN) attribute when retrieving the full name.

• Short Name: Ultimus BPM Server retrieves the short name of a user, such as manthony. Ultimus refers to the Universal ID (UID) attribute when retrieving the short name.

• Person: Ultimus BPM Server retrieves the attribute value used by LDAP to identify user objects.

• Group: Ultimus BPM Server retrieves e a collection of directory objects, such as People.

• Group Name: Ultimus BPM Server retrieves the name of the group in which that the user belongs.

• Group Unique Member: Ultimus BPM Server retrieves objects listed in a group.

• E-mail Address: Ultimus BPM Server retrieves the user’s e-mail address.

• OU Prefix: Ultimus BPM Server checks whether there is any prefix before the Organizational Unit or not.

Ultimus BPM Server functions with LDAP in the following ways:

• Ultimus BPM Server reads information from the LDAP directory and displays it in Ultimus clients. User information cannot be modified using Ultimus Adaptive BPM Suite (for example, e-mail addresses cannot be altered from Ultimus Organization Charts).

• If a full/short name has not been specified on the Directory service, the known value is substituted for the other. Suppose in the directory, only the short name (UID) has been specified for a user and the full name (CN) has not been specified. When the information is retrieved for this user, the value of the short name is substituted for the full name.

Note: In case both Active Directory and an LDAP directory have been added, based on the selected domain, authentication takes place. The validation is done through the domain prefix.

Ultimus Adaptive BPM Suite may be configured to specify which LDAP user property value should be accessed to retrieve user properties (for example, user’s full name values), while browsing for names in Ultimus Organization Charts.



Organizations administrationConfiguring Organizations for use with LDAP

To configure which LDAP property/attribute values Ultimus Organization Charts accesses for retrieving user properties, follow these steps:

1. Close Ultimus Organization Charts.

2. Locate the file OC.ini in the Ultimus Adaptive BPM Suite 8.3 installation directory.

3. Open this INI file using Notepad. By default, the OC.ini has the following attributes:

OrganizationalUnit=OrganizationalUnit

DepartmentName=ou

ShortName=uid

FullName=cn

Person=inetOrgPerson

Group=groupofuniquenames

GroupName=cn

GroupUniqueMember=Member

Email=mail

OUPrefix=ou

4. The default LDAP property/attribute values appear in the OC.ini file. The values against any of these properties can be changed according to specific environment requirements. For example, the default LDAP property for retrieving FullName is CN. To change this enter a new value for FullName on the right side of the “equals to” sign. For example, to configure Ultimus Adaptive BPM Suite to retrieve user full names from the LDAP Person property value, then change FullName=cn to read:

FullName=Person

5. Save changes to the OC.ini file, then exit Notepad.

6. When browsing for new users in the Ultimus Organization Charts, the user full names from the configured LDAP property displays appropriately.

To configure Organizations to use LDAP, follow these steps:

1. In the Server text box, enter the name of the computer hosting Ultimus BPM Server name or its IP address (as shown in Figure 48).

Figure 48. The Directory Organization dialog box with LDAP selected


Organizations administrationConfiguring Organizations for use with Active Directory


Note: The computer hosting Ultimus BPM Server (or its IP address) must be added as a domain in Ultimus BPM Studio Configuration. For more information, refer to Configuring domains and LDAP servers section in Ultimus BPM Studio Configuration Help.

2. In the Port text box, enter the port to which Ultimus BPM Server listens for connections. The port number can be any number between 1 and 65535.

3. In the Timeout text box, enter the LDAP authentication timeout interval (in milliseconds).

4. In the Root DNS text box, enter the Root DNS of the LDAP directory to get connected.

5. In the Base DN text box, enter the Base DN of the LDAP directory.

6. Enter the user name and password into the User ID and Password text boxes, respectively, to successfully log on to the LDAP directory.

7. If connecting to a secure LDAP directory, set the Secure option to True. Otherwise, set the Secure option to False.

Note: When entering the user name, internal LDAP format may be used. For example, a valid user name would be cn=Marcus Anthony, ou=Documentation, dc=MyCompany, dc=com.


Configuring Organizations for use with Active Directory

Ultimus Adaptive BPM Suite is configured, by default, to retrieve Ultimus Organization Charts names from a Windows Active Directory domain. Ultimus Adaptive BPM Suite uses the Windows ADSI interface to communicate with the Windows Active Directory domain.

To configure Organizations for use with Active Directory, follow these steps:

1. In the Domain text box, enter the name of the domain (as shown in Figure 49) configured against the Active Directory.

Figure 49. The Directory Organization dialog box with Active Directory option selected



Organizations administrationConfiguring Organizations for use with custom settings

2. In the Timeout text box, enter the Active Directory authentication timeout interval (in milliseconds). By default, this is set to 300 milliseconds.

3. If applicable, enter the custom root organizational unit (OU) in the Custom Root OU text box, using the following format:

bLDAP://OU=MyNewOU

Note: If using parent-child Active Directories, a separate organization has to be created for accessing a child Active Directory.

4. Enter the user name and password in the User ID and Password text boxes respectively, to successfully log on to the Active Directory.


Configuring Organizations for use with custom settings

The Custom option is used to configure Ultimus BPM Server to retrieve user information from a third-party application. For more information, refer to The Ultimus Custom OC interface section in the Enterprise Integration Kit Manual.

For large-sized organizations that are already using a third-party application like SAP or PeopleSoft for managing their organizational structure, it can be very time consuming to re-enter all the information into Ultimus Organization Charts. Under such a scenario, integrating Ultimus Adaptive BPM Suite with any third-party application is a very useful and efficient solution. This option is used to configure Ultimus BPM Server to work with any third-party organization chart application.

To configure Organizations for use with custom settings, follow these steps:

1. Using the Program ID combo box, specify the program ID of the third-party organization chart application (as shown in Figure 50).

Figure 50. The Directory Organization dialog box with Custom option selected

2. In the Domain Name text box, enter the custom domain name in wihch to connect to the third-party organization chart application.



Organizations administrationConfiguring Organizations for use with a local computer


Configuring Organizations for use with a local computer

Ultimus BPM Server can be configured to retrieve user information from a local computer.

To configure Organizations for use with a local computer, follow these steps:

1. When Local Computer option is selected, the Organization name is set to the name of the local computer by default and cannot be edited (as shown in Figure 51).

Figure 51. The Directory Organization dialog box with Local Computer option selected




4Connectors administration

“Connectors” administration makes it easier to manage all databases, Web services or mail servers used in the Ultimus BPM environment.

Consider the following example: if three Database Flobots are designed in a process, each Database Flobot would need to be trained to access the database (even if each Database Flobot was accessing the same database). If the occasion arose that the log on information to access that database changed, then each Database Flobot in that business process would need to be retrained with the new log on information. This would require loading the process in Ultimus BPM Studio, retraining each Database Flobot, then republishing the business process.

“Connectors” administration streamlines the procedure of defining connections. A connector may be defined in Ultimus System Administrator, then an alias is used for that connection in Ultimus BPM Studio when developing processes. To revisit the above example, the Ultimus BPM Manager would define the database log on information for any database used in the Ultimus BPM environment. The process designer would then use an alias to reference that database connection in Ultimus BPM Studio for each of the three Database Flobots. If the log on information to access a database is changed, this information is only updated by the Ultimus BPM Manager. The process map does not need to be changed, as the database to which the alias references acquires the updated log on information upon use.

Ultimus System Administrator manages three different types of connections:

• Database connectors: Database connectors are used for making connections to any database repository accessed in the Ultimus BPM environment. Database connectors support three types of data sources: Microsoft SQL Server, IBM DB2 and Oracle.

• Web service connectors: Web service connectors are used to make connections to any Web service accessed in the Ultimus BPM environment.

• E-mail connectors: E-mail connectors are used to make connections to any MAPI or SMTP e-mail server accessed in the Ultimus BPM environment.

How to create each of these connector types is outlined below.

Caution: If a business process utilizes a connector in Ultimus BPM Studio Client, then it cannot be successfully published to Ultimus BPM Server until the same connector is created in Ultimus System Administrator.


Connectors administration


Creating a Database connector

To create a Database connector, follow these steps:

1. Expand the Connectors node in the Ultimus System Administrator Console tree.

2. Select the Database node, right-click on it or anywhere in the result window, then select Add Database Connector (as shown in Figure 52).

Figure 52. The Add Database Connector menu option

The Database Connector dialog box appears (as shown in Figure 53).

Figure 53. The Database Connector dialog box connecting to a SQL Server database

3. In the Name: text box, enter the name for the new database connector. This name is an alias which can be referenced from other Ultimus modules.




4. From the Database Type: combo box, specify which database server is to be accessed in the Ultimus BPM environment using one of the following options:

• Select the SQL Server option if the database server to be accessed is a supported Microsoft SQL Server application.

• Select the DB2 option if the database server to be accessed is a supported IBM DB2 application.

• Select the Oracle option if the database server to be accessed is a supported Oracle Server application.

5. If accessing a Microsoft SQL Server database, the Server: text box is displayed. In the Server: text box, enter or select the name of the computer hosting the Microsoft SQL Server database.

If accessing an IBM DB2 database, the Database Name: text box displays (as shown in Figure 54).

Figure 54. The Database Connector dialog box when connecting to an IBM DB2 database

In the Database Name: text box, enter the DB2 database name.




If accessing an Oracle Server database, the Service Name: text box displays (as shown in Figure 55).

Figure 55. The Database Connector dialog box when connecting to an Oracle Server database

In the Service Name: text box, enter the Oracle service name.

6. In the User ID: text box, enter the user name to connect to the specified database.

7. In the Password: text box, enter the password to access the specified database.

8. If accessing a Microsoft SQL Server database the Catalog Name: text box and the Use Trusted Connection check box display. In the Catalog Name text box, enter the name of the SQL Server database to which the database connector is to connect. Select the Use Trusted Connection check box if Windows authentication is to be used for accessing the database server.

9. In the Description: text box, enter a description about the database connector. For example, specify the database connector connects to the Accounting database.

10. Click the Test Connection button to test the connection to the specified database. Upon a successful connection, the Test Connector dialog box appears (as shown in Figure 56). If the connection is not successful, an error message displays.

Figure 56. The Test Connector dialog box on successful connection

11. Click the OK button. The database connector appears in the result window for the Database subnode.




Creating a Web service connector

To create a Web service connector, follow these steps:


2. Select the Web Service node, right-click on it or anywhere in the result window, then select Add Web Service Connector as shown in Figure 57.

Figure 57. The Add Web Service Connector dialog box

The Web Service Connector dialog box appears, as shown in Figure 58.

Figure 58. The Web Service Connector dialog box




3. In the Name: text box, enter the name for the new Web service connector to be created. This name is an alias which can be referenced from other Ultimus modules.

4. In the Web Service URL: text box, enter the URL of the Web service that is to be used in the connector.

5. Select the Secure Web Service check box if connecting to a secure Web service.

6. If connecting to a secure Web service, enter the user name and password to access the secure Web service in the User ID: and Password: text boxes, respectively.

7. In the Timeout: text box, specify how long (in seconds) a Web service connection is maintained with no activity before the connection session is terminated.

8. In the Description: text box, enter a description and/or the properties about the Web service connector.

9. Click the Test Connection button to test the connection to the specified Web service. Upon a successful connection, the Test Connector dialog box appears (as shown in Figure 59). If the connection is not successful, an error message displays.

Figure 59. The Test Connector dialog box on successful connection





Creating an e-mail connector

To create an e-mail connector, follow these steps:


2. Select the E-Mail node, right-click on it or anywhere in the result window, then select Add E-Mail Connector (as shown in Figure 60).

Figure 60. The Add E-Mail Connector menu option

The E-Mail Connector dialog box appears, as shown in Figure 61.

Figure 61. Creating a MAPI connection in E-Mail Connector dialog box




3. In the Name: text box, enter the name for the new e-mail connector to be created. This name is an alias which can be referenced from other Ultimus modules.

4. Select the MAPI or SMTP option, based on the e-mail system in which the e-mail connector is connecting. Depending on which is selected, different properties in the dialog box becomes enabled.

Select one of the following mail server options:

• MAPI: If the MAPI option is selected, the User Profile: text box is enabled. In the User Profile: text box, enter the Microsoft Exchange Profile for the e-mail server.

• SMTP: If the SMTP option is selected (as shown in Figure 62), the SMTP Settings group becomes enabled.

Figure 62. Creating a SMTP connection using POP Authentication in E-Mail Connector dialog box




Enter the following information:

a. Server: In the Server: text box, enter the name of the e-mail server or use the browse button beside the Server: text box to browse the network for it.

b. Authentication Type: Select one of the following options:

• No Authentication: Select the No Authentication option so the e-mail server sends notifications without authentication.

• Authentication using POP: Select the Authentication using POP option to send notifications using POP authentication. If this option is selected enter the following information:

1. POP3 Port: In the POP3 Port: text box, enter the POP3 port for the e-mail server.

2. From: In the From: text box, enter from whom the e-mail notification is to come. For example, this may be an individual, an administrator.

3. User ID: In the User ID: text box, enter a valid log on name for authentication.

4. Password: In the Password: text box, enter the corresponding password for authentication.

• Authentication using SMTP: Select the Authentication using SMTP option to send e-mail notifications using SMTP authentication. If this option is selected, enter the following information:

1. SMTP Port: In the SMTP Port: text box, enter the SMTP port for the e-mail server.

2. From: In the From: text box, enter from whom the e-mail notification is to come. For example, this may be an individual, an administrator.

3. User ID: In the User ID: text box, enter a valid log on name for authentication.

4. Password: In the Password: text box, enter the corresponding password for authentication.

5. In the Description: text box, enter a description and/or the properties about the e-mail connector.

6. Click the Test Connection button to test the connection. Upon a successful connection to the configured e-mail server, the Test Connector dialog box appears (as shown in Figure 63). If the connection is not successful, an error message is displayed.

Figure 63. The Test Connection dialog box on successful connection




Note: In order to ensure that the e-mail test emulates true run-time functionality, the e-mail Test Connection button should use the account specified in the From: text box.


To modify the properties of an existing connector, follow these steps:


2. Select the connector type node to display all connections of that type. A list of all existing connectors for that type displays in the result window (as shown in Figure 64).

Figure 64. The Result window displaying connectors created under Database Connector

3. Right-click the connector name in the result window, then select Properties (as shown in Figure 65).

Figure 65. The Properties menu option upon right-clicking the Connector Name




4. The dialog box to configure that connector type appears. Edit the connector configuration, then select the OK button to accept changes.

Note: The connector name in the Name: text box once defined can not be edited.

To delete a connector, follow these steps:


2. Select the connector type node to display all connections of that type. A list of all existing connectors for that type displays in the result window (as shown in Figure 66).

Figure 66. The Result window displaying connectors created under Database Connector

3. Right-click the connector name in the result window, then select Delete (as shown in Figure 67).

Figure 67. The Delete menu option on right-clicking the Connector Name




4. A message appears to confirm that the connector is to be deleted. Select Yes to delete the connector. Otherwise, select the No button.

Caution: Be careful when deleting connectors. Once deleted, connectors cannot be recovered.



5Specifying working hours for the organization

The standard working hours for the organization may be specified through Ultimus System Administrator. Standard “working hours” are those hours in which the organization normally does business. For example, an organization may specify that standard working hours are between 8:00 AM and 5:00 PM on Mondays through Fridays.

Exclusion days are those days in which the organization does not normally do business (such as on Saturdays and Sundays). These settings propagate throughout the Ultimus BPM environment, in that the standard work hours settings specify what completion and extension times are for a task. For example, if a task is given a six-hour completion time and the task arrives in a process participant’s inbox at 3:00 PM on Friday, based on the specified work hours and exclusion days, the completion time does not expire until 12:00 PM on Monday. Exclusion days affect completion and extension time calculations, but do not affect delay time calculations. For example, if a step is configured to be completed in seven days while Saturday and Sunday are exclusion days, then the actual completion time is nine days in the future.

Note: Periodic business processes do not be launch on exclusion days.

Aside from working hours and standard exclusion days, specific days of the year in which the organization does not do business may be specified (such as for religious or national holidays). Specifying these days ensures that the late steps and process statistics use these days for calculations. For example, if weekends and holidays are specified as exclusion days, a task scheduled for three days implies three business days.


Specifying working hours for the organization


To specify exclusion days, follow these steps:

1. Select the Work Hours node in the Ultimus System Administrator Console tree.

2. Right-click the Work Hours node, then select Add Exclusion Day (as shown in Figure 68).

Figure 68. The Add Exclusion Day menu option

The Exclusion Day dialog box appears, as shown in Figure 69.

Figure 69. The Exclusion Day dialog box

3. Specify the following information in regards to which day is an exclusion day (by definition, a day in which the organization does not do business):

• Month: From the Month combo box, select the month of the year the exclusion day takes place.

• Day: From the Day combo box, select the day of the month the exclusion day takes place.

• Description: In the Description text box, give a brief description of the exclusion day.




4. Click the OK button. The date is added to the result window of the Work Hours node (as shown in Figurfe 70).

Figure 70. The Work Hours result window

To remove an exclusion date, follow these steps:

1. Select the exclusion day to be removed from the result window of the Work Hours node.

2. Right-click the exclusion day, then select Delete. The date is removed as an exclusion day.

To specify standard working hours as well as standard non-working days for the organization, follow these steps:

1. Select the Work Hours node in the Ultimus System Administrator Console tree.

2. Right-click the Work Hours node, then select Properties (as shown in Figure 71).

Figure 71. The Properties menu option from Work Hours node




The Work Hours Properties dialog box appears, as shown in Figure 72.

Figure 72. The Work Hours Properties dialog box

3. In the Start Time: combo box, enter the time the organization’s working hours begin during a business day.

4. In the End Time: combo box, enter the time the organization’s working hours end during a business day.

5. Select the appropriate check boxes from the Off Days group to exclude days that the organization normally does not do business.




6Ultimus License Management

Ultimus licenses its software using an equitable value-based method. Ultimus licensing packages allow the flexibility to purchase a system that is configured to not pay a premium for capacity and functionality that is not needed. Ultimus offers the following licensing options:

• How Ultimus components are licensed

• Named Clients licenses

• Concurrent Clients licenses

• Community Clients licenses

• Server licenses

Ultimus BPM Managers can view software license and license-related information (such as the named clients, concurrent clients, community client groups and permitted number of module installations), as well as all users involved in business processes in their organization.


Ultimus License ManagementHow Ultimus components are licensed


To view license-related information, follow these steps:

1. Select the Information node under the License Management node in the Ultimus System Administrator Console tree.

2. The License Information Agreement appears in the result window (as shown in Figure 73).

Figure 73. The License Information Agreement view

How Ultimus components are licensed

Ultimus components are licensed in the following categories:

a. License Type: The license type is specified here. The type of licenses include Named Clients, Concurrent Clients, Community Clients, Server licenses and Transaction licenses.

b. Named Clients: The number of clients allowed is based on the number of users added to the list of client names in Named Clients node. For further information, refer to Named Clients licenses section.

c. Concurrent Clients: The number of clients allowed is based on the number of licenses purchased with no restriction of the number of users added to the list of client names in Concurrent Clients node. For further information, refer to Concurrent Clients licenses section.

d. Community Clients: There is no restriction on the number of clients allowed to log in to the Ultimus Clients if Community Clients license is purchased. These clients however, can only have access to the initiate and completed tasklist views under the Group View in Ultimus Clients. For further information, refer to Community Clients licenses section.

e. Max CPUs: The maximum number of CPUs a customer can allow in their Ultimus BPM environment is based on the license agreement.



Ultimus License ManagementNamed Clients licenses

f. System Administrators: The number of computers on which the customer can install the Ultimus System Administrator module is contractually limited, based on the license agreement.

g. Process Administrators: The number of computers on which the customer can install the Ultimus Process Administrator module is contractually limited, based on the license agreement.

h. BPM Servers: Each licensed server is programmatically limited to a certain level of tasks per day. For further information, refer to Server licenses section.

i. BPM Studios: The number of concurrent Ultimus BPM Studio users working against one Ultimus BPM Studio Server is programmatically restricted according to the number set in the configuration file.

j. FloStations: The number of computers on which the customer can install an Ultimus FloStation module is contractually limited, based on the license agreement.

k. Organization Charts: The number of users that have access to the Ultimus Organizational Chart (OC) module is contractually limited, based on the license agreement.

l. Director Clients: The number of clients that have access to the Ultimus Director is contractually limited, based on the license agreement.

m. Process Designers: Each installation of the stand-alone Ultimus Process Designer is licensed individually and runs against its own configuration disk.

Caution: Since Ultimus Process Designer and Ultimus BPM Studio both provide modeling functions, they cannot be installed on the same computer at the same time.

n. Process Ports: The number of processes that can be installed on an Ultimus BPM Server at one time is programmatically restricted to the number of Process Ports noted in the configuration file.

Named Clients licenses

Named Clients licensing specifies process participants who are licensed to access Ultimus BPM Server through an Ultimus client. Access rights are granted to process participants by adding their names to a list of users in Ultimus System Administrator. The number of names that can be added to this list depends on the number of named client licenses the customer has purchased for the organization. Names of process participants may be added on an individual basis or as groups. In case of groups, if members of the group are updated (added or removed from the group), the named client list is not updated. Group members are added to the list on one time basis only. One user may be removed as a named client to make room for a different user. However, in order to be removed from the list, a user should have no active tasks.

Individuals who are licensed as Named Clients have the following attributes:

• Named Client licensees may initiate process incidents, as well as track the status of incidents they initiate.

• Named Client licensees may complete any step assigned to them in a process.

• Named Client licensees may use all functionality available within an Ultimus client.




When a task is assigned to a user, Ultimus BPM Server does not check to determine if that user is licensed. Ultimus BPM Server only checks if a process participant is licensed when that user logs on to Ultimus Client. If the user is not specified as a Named Client, then that user cannot log on, nor can the user send forms through the default form URL in e-mail notifications.

The following steps explain how Ultimus determines Named Client License violations:

a. As Ultimus BPM Server regularly processes tasks and the recipient name of the steps, the names of the clients connected to Ultimus BPM Server are compared with the named client list.

b. At any time, when a client attempts to connect to Ultimus BPM Server, the following occurs:

• The name of the client is searched for in the list of named clients. If the name is not found in the list, the client log on is denied and the user cannot log on to the client to complete the task. The process participant may request the Ultimus BPM Manager to add his or her name in the named clients list.

• However, if the maximum limit of named clients is reached, then no further clients may be added to the list. In order to add one client, one must be removed from the list. Only users who have no active tasks may be removed from the list.

Note: When users from a group are added to the Named Client list, the list is populated with the members of the group at that time. If the members of the group change, it is not reflected on the Named Client list.

• A log entry is created in the Ultimus logs.

Whenever the customer purchases additional client licenses, the maximum number of licensed named clients is increased by the new number of additional Ultimus Named Client licenses purchased.




To add users to the Named Clients list, follow these steps:

1. Right-click the Named Clients node under the License Management node in the Ultimus System Administrator Console tree, then select Add Clients option. The Organizations dialog box appears, as shown in Figure 74.

Figure 74. The Organizations dialog box

2. Add the user names to the Named Clients list.

To add users to the Named Clients list, refer to The User Search and Browse dialog box section.





The names added to the Named Clients list appear in the result window (as shown in Figure 75).

Figure 75. The Named Clients list view in result window

To view a list of all Named Clients, follow these steps:

1. Select the Named Clients node under the License Management node in the Ultimus Administrator Console tree.

All Named Clients appear in the result window (as shown in Figure 76).

Figure 76. The Named Clients view



Ultimus License ManagementConcurrent Clients licenses

To delete the users from the Named Clients list, follow these steps:

1. Select the Named Clients node under the License Management node in the Ultimus System Administrator Console tree. A list of all Named Client users appear in the result window.

2. Right-click on the user name to be deleted from the list, then select the Delete option (as shown in Figure 77). If there are no active tasks against the selected user, a dialog box appears asking for confirmation before deleting the name from the list. Select the OK button. If however, the user has some active tasks, the name cannot be deleted from the list.

Figure 77. Deleting a client entry from the Named Clients list

Concurrent Clients licenses

Named Clients licensing does not allow the removal of a user’s name from the Named Clients list till all his/her active tasks are completed. If Ultimus BPM Manages must delete user(s) often without the restriction of having all their active tasks completed, Concurrent Clients license is the solution. Concurrent Clients license allows the customer to add infinite number of names to the list on an individual basis or as groups. In case of groups, if members of the group are updated (added or removed from the group), the named client list is not updated. Group members are added to the list on one time basis only. However, at a particular time the number of users who can log on is the number of Concurrent Clients licenses purchased. The advantage here is that if a logged on user logs off, any user from the Concurrent Clients list may log on.

Concurrent Clients licensing is useful in companies where some users have low but critical workload, or the users work in shifts. In such cases, Named Clients licensing is impractical.




The following steps explain how Ultimus determines Concurrent Clients License violations:

a. As Ultimus BPM Server regularly processes tasks and the recipient name of the steps, the names of the clients connected to Ultimus BPM Server are compared with the concurrent client list.

b. At any time, when a client attempts to connect to Ultimus BPM Server, the following occurs:

• The name of the client is searched for in the list of concurrent clients. If the name is not found in the list, client log on is denied and the user may request the Ultimus BPM Manager to add his or her name in the concurrent clients list.

• If the name is found in the list, then the total number of logged in concurrent users is compared against the Concurrent Client license. The client is allowed to log on only if the maximum limited has not been reached. If the maximum limited is reached, then in order to allow connection, any of the connected users must log off.

Note: The name of an individual user can be removed from the Concurrent Client list by the Ultimus BPM Manager whenever it is required.

• A log entry is created in the Ultimus logs.

Whenever the customer purchases additional client licenses, the maximum number of licensed concurrent clients is increased by the new number of additional Ultimus Concurrent Client licenses purchased.




To add users to the Concurrent Clients list, follow these steps:

1. Right-click the Concurrent Clients node under the License Management node in the Ultimus System Administrator Console tree, then select Add Clients option. The Organizations dialog box appears, as shown in Figure 78.


2. Add the user names to the Concurrent Clients list.

To add users to the Concurrent Clients list, refer to The User Search and Browse dialog box section.





The names added to the Concurrent Clients list appear in the result window (as shown in Figure 79).

Figure 79. The Concurrent Clients list view in result window

To view a list of all concurrent clients, follow these steps:

1. Select the Concurrent Clients node under the License Management node in the Ultimus Administrator Console tree.

All concurrent clients appear in the result window (as shown in Figure 80).

Figure 80. The Concurrent Clients view



Ultimus License ManagementCommunity Clients licenses

To delete the users from the Concurrent Clients list, follow these steps:

1. Select the Concurrent Clients node under the License Management node in the Ultimus System Administrator Console tree. A list of all Concurrent Client users appear in the result window.

2. Right-click on the user name to be deleted from the list, then select the Delete option (as shown in Figure 81). A dialog box appears asking for confirmation before deleting the name from the list. Select the OK button. The name of the user is deleted from the list.

Figure 81. Deleting a client name from the Concurrent Clients list

Community Clients licenses

For customers having a large number of users participating only in initiating workflow tasks, Named Client and Concurrent Client license are impractical. For such a case, Community Client license is the ideal solution as it provides process-based services to large number of users to simply initiate business processes. A customer only needs to purchase a single Community Client thus enabling large number of users to initiate self-service requests. The users can be a part of a single or multiple groups defined in Ultimus Organization Charts. These users have limited access to the Ultimus clients, they can only browse through the Initiate and Completed client views.

Note: The Community Client name(s) are set at the configuration time, the client can only assign groups to these pre-set Community Client(s) but can not change their names.

The Community Client user can perform the following tasks:

1. A Community Client user may initiate any process which has been assigned for that user to initiate. BPM administrators can control which process(es) any user is allowed to initiate.

2. Log on domain authentication can be done, provided the user has a domain account.

3. A Community Client user has access to only the Initiate and the Completed Client views.




Note: A Community Client user may have access to multiple views and may participate in multiple processes. A Community Client user may have access to more than one Community Client view. A Community Client member may also be a Named Client and/or Concurrent Client member, and view all views in a unified Ultimus client.

4. The Community Client user after initiating an incident can check its current status at any time.

To assign a group to a Community Client, follow these steps:

1. Select the Community Clients node under the License Management node in the Ultimus System Administrator Console tree. A list of all community clients appear in the result window.

2. Right-click the community clients name to whom a group is to be assigned and select Configure Community. The Configure Community dialog box appears (as shown in Figure 82).

Figure 82. The Configure Community dialog box

3. In the Community Name: text box, enter the name of the Community to which the group is to be added.

4. Select the browse button next to the Group Name: text box to add a group to the selected Community Client.

To add a group to the Community Client, follow the steps as described in any of the following sections:

• Adding a group by using Browse option

• Adding a group by using Search option

• Adding a group by using Advanced Search option





The group added to the Community Client appears in the result window (as shown in Figure 83).

Figure 83. The Community Client view in the result window


Ultimus License ManagementCommunity Clients licensesAdding a group by using Browse option


Adding a group by using Browse option

The Browse button ( ) is used to select groups from the active directory selected in the Organization combo box.

To add/edit groups using the Browse button, follow these steps:

1. From the Organization combo box, select the organization.

2. From the Look For combo box, select groups (as shown in Figure 84).

Figure 84. The Organizations dialog box with Browse button as selected

3. Select the group from the tree view and click the OK button. The selected group is assigned to the community Client and displayed in the Group Name column in the result window.




Adding a group by using Search option

Adding a group by using Search option

The Search button ( ) is used to retrieve the groups based on a criteria as specified in the Criteria text box.

To add/edit groups using the Search button, follow these steps:


2. From the Look For combo box, select groups. The names of the groups appear in the list box, as shown in Figure 85.

Figure 85. The Organizations dialog box with Search button as selected

3. In the Criteria text box, enter the criteria for search.

4. Click the Find button to display the result of the search in the Search Results list box.

5. From the Search Results list box, select the name of the group and click the OK button. The selected group is assigned to the community Client and displayed in the Group Name column in the result window.


Ultimus License ManagementCommunity Clients licensesAdding a group by using Advanced Search option


Adding a group by using Advanced Search option

The Advanced Search button ( ) i is used to retrieve groups based on an advanced search criteria.

To add/edit groups using the Advanced Search button, follow these steps:


2. From the OU combo box, select the organizational unit.

3. From the Search Results list box, select which information is required to be displayed.

4. Select either the Define radio button or the Custom radio button to enter the criteria for search.

5. Click the Find button to display the result of the search in the Search Results list box (as shown in Figure 86).

Figure 86. The Organizations dialog box with Advanced Search button as selected

6. From the Search Results list box, select the name of the group, then click the OK button. The selected name is assigned to the community Client and displays in the Group Name column in the result window.



Ultimus License ManagementServer licenses


To edit a group assigned to a Community Client, follow these steps:

1. Select the Community Clients node under the License Management node in the Ultimus System Administrator Console tree. A list of all community clients appear in the result window.

2. Right-click the community clients name to whom a group is to be assigned, then select Configure Community (as shown in Figure 87).

Figure 87. Assigning group to a Community Client

3. Modify the group properties as required.


Server licenses

A customer who wants to implement a completely separate Ultimus BPM Server for additional production workflow applications can purchase Ultimus Server Licenses. Ultimus offers two types of server licenses: the Tasks per Day licensing and the CPU-based Server licensing. The Ultimus clients, Ultimus BPM Studio, Ultimus Administrator, Ultimus Organization Charts and Ultimus Report Licenses can be shared across multiple Server Licenses. The CPU-based Server license supports installation of Ultimus BPM Server on a server with processors not more than the number against which the license is actually purchased by the customer. If the maximum limit exceeds, the client is allowed to submit the form and a log entry is made to the log file specifying that the license limit has reached.

Note: Only the physical processors are counted for determining the number of systems/CPUs in CPU-based Server license. If the server is a hardware cluster, all the systems in the cluster are counted.


Ultimus License ManagementServer licensesAdding a group by using Advanced Search option


A task is a running instance of step in a business process: more specifically, a completed User step, Flobot step, or Begin step in an Ultimus process or Maplet. Steps that are not included in this category include End steps, Junction steps or Maplets, but appropriate steps in a process called by a Maplet step are counted.

Note: An incident or a step in any state (including active, stalled, returned, conferred and aborted states) except for when it is completed is not counted as a task.

The daily task count is the total number of tasks performed during one calendar day starting at 00:00:00 and ending at 23:59:59. Therefore, the daily licensed tasks are the maximum number of tasks that can be completed in one day (00:00:00 through 23:59:59) for all processes without a license violation. This is determined by the server license package the customer purchased. When a violation occurs, no new incidents can be initiated for any process on that Ultimus BPM Server, and the Ultimus BPM Manager is sent a notification e-mail. For better usage, threshold warnings and two views of the report can be produced. Report views can be tabular and graphical (as shown in Figure 88).

Figure 88. The Tasks per Day license graph



Ultimus License ManagementServer licenses


To set the threshold value, follow these steps:

1. Select the Tasks per Day node under the License Management node in the Ultimus System Administrator Console tree.

2. Right-click the Tasks per Day node, then select Threshold. The Threshold Warning dialog box appears in the result window (as shown in Figure 89).

Figure 89. The Threshold Warnings dialog box

3. In the Threshold text box, enter the threshold value (in percentage). The threshold value determines when an e-mail notification should be sent to the BPM Manger informing what percentage of licenses is already consumed, regardless of whether client licenses or transaction licenses are used.


The following describes how the Ultimus engine determines licensed daily task count violations:

a. The Ultimus engine routinely counts the number of tasks completed (daily task count) for all business processes on a daily 24-hour period starting at 00:00:00 and ending at 23:59:59. Ultimus BPM Server compares this value against the number of licensed daily tasks.

b. If the daily task count is greater than the licensed daily tasks, Ultimus BPM Server stops processing these tasks and the Ultimus BPM Manager is notified. Any forms presently opened associated with process incidents can be saved so that no data is lost. However, as soon as the 24- hour period (in which the violation occurred) elapses, new process incidents may be initiated again.

If more tasks per day are purchased from Ultimus, the Ultimus engine does the following:

• The licensed daily tasks is increased to the level purchased for the new Ultimus BPM Server.

• New incidents are allowed to be initiated.

• Any “tasks per day” license violations are removed.


Ultimus License ManagementServer licensesAdding a group by using Advanced Search option


To update the license, follow these steps:

1. Right-click the License Management node in the Ultimus System Administrator Console tree, then select License Upgrade. The Upgrade License dialog box appears, as shown in Figure 90.

Figure 90. The Ultimus Config Disk dialog box

2. Enter the path of the License files folder or browse using the Browse button.

3. Click the Update button.

4. Select the Done button.

Caution: The configuration file is used during installation and should not be changed in any case. Any attempt to modify the file corrupts and becomes unusable.

Note: If the new Ultimus Configuration Disk allows fewer client or transaction licenses than the previous iteration, the Ultimus BPM Manager is prompted to remove users from the Named Client and/or Concurrent Client list(s). Whenever a license is upgraded, all members of the Community Client list are removed and the Ultimus system Administrator must assign members again.



7Online Users

The Online Users node shows the list of all those process participants who are currently logged on to Ultimus BPM Server through Ultimus clients. The results window shows the following information about the online users:

• Online user’s full name is specified in the first column.

• Online user’s short name is specified in the second column.

• Information about the user’s client type currently being used is listed in the third column. The user can be of Named Client or Community Client or Concurrent Client type. For information about the client types, refer to Ultimus License Management section.

The interface for the Online Users node when some process participants are connected to Ultimus BPM Sever is as shown in Figure 91.

Figure 91. The Online Users node displaying a list of currently logged on users

The Online Users node allows the Ultimus BPM Manager to forcefully disconnect any user from Ultimus BPM Server.


Online Users


To disconnect a user(s) from Ultimus BPM Server, follow these steps:

1. Select the Online Users node in the Ultimus System Administrator Console tree. A list of logged on users appears in the result window.

2. Select the user to be disconnected from Ultimus BPM Server, right-click, then Disconnect (as shown in Figure 92).

Figure 92. Disconnecting a user from the Ultimus BPM Server

3. The selected user is disconnected from Ultimus BPM Server.

To refresh the list of currently logged on users, follow these steps:

1. Select the Online Users node in the Ultimus System Administrator Console tree. A list of logged on users appears in the result window.

2. Right-click the Online Users node, then select Refresh (as shown in Figure 93). The list refreshes with the latest information.

Figure 93. Refreshing the list of currently logged on users



8Working with access rights

Access control is accomplished by granting access rights on a specific application or any one of its object functions to individual users and groups. Access rights for a group allows all the members of that group to have common rights of access, thus making it convenient and manageable when a large number of users are required to be given same level of access.

To assign access rights to a process participant, follow these steps:

1. Select the Access Rights node in the Ultimus System Administrator Console tree. A list of modules displays in the result window in which access rights may be granted to users, as shown in Figure 94.

Figure 94. The Result window for Access Rights node in Ultimus System Administrator


Working with access rights


2. From the results window, right-click the module name in which access rights are to be given, then select Add/Remove (as shown in Figure 95).

Figure 95. The Add/Remove option in the result window of the Access Rights node

The Organizations dialog box appears, as shown in Figure 96.




Working with access rights

User or group access rights may be assigned in three different ways:

• The Browse button: The Browse button ( ) is used to select users or groups from a specific Active Directory.

• The Search button: The Search button ( ) is used to find user names and groups based on a specific criteria.

• The Advanced Search button: The Advanced Search button ( ) is used to find user names and groups based on an advanced search criteria.

For information how to specify user access rights, refer to refer to The User Search and Browse dialog box section.

Note: Users may be granted access rights only by the Ultimus BPM Manager.



9Ultimus FloStations

Ultimus FloStation provides the platform to run Flobots. Similarly to Ultimus BPM Server, Ultimus FloStation functions with no user interface. Ultimus FloStation retrieves Flobot tasks one at a time and activates the appropriate Flobot to perform the task. When the Flobot has completed the task, Ultimus FloStation requests the next task from Ultimus BPM Server.

Ultimus FloStation Groups can be created to manage Flobot tasks for a group of Ultimus FloStations. Ultimus System Administrator is used to configure Ultimus FloStations and Ultimus FloStation Groups.

This section discusses the following:

• Differences between an Ultimus FloStation and an Ultimus FloStation Group

• Configuring Ultimus FloStations and Ultimus FloStation Groups

• Adding Flobots to Ultimus FloStation

• Using Ultimus FloStation as an application or service

This section assumes that at least one Ultimus FloStation has been installed on a computer as described in the Ultimus Adaptive BPM Suite Installation Guide.

Remote Ultimus FloStations are configured through the Ultimus FloStation Configuration module. For information on its operation, refer to Configuring Ultimus FloStation section in Ultimus FloStation Configuration Help.

Differences between an Ultimus FloStation and an Ultimus FloStation Group

An Ultimus FloStation is a single installation of Ultimus FloStation upon a computer to manage all Flobot tasks for Ultimus BPM Server. Ultimus FloStation may be installed on a computer on the same LAN as Ultimus BPM Server, or on a remote computer with Internet access. For instructions how to configure an Ultimus FloStation installation, refer to Configuring Ultimus FloStation section in Ultimus FloStation Configuration Help.

An Ultimus FloStation Group is a collection of Ultimus FloStation installations configured through Ultimus System Administrator. When this collective group is named as the recipient of a Flobot step, any available Ultimus FloStation within that group may take and perform that Flobot task. This allows greater flexibility and dynamic load balancing in Flobot task processing than a single Ultimus FloStation installation.



Ultimus FloStationsConfiguring Ultimus FloStations and Ultimus FloStation Groups

The greater flexibility and dynamic load balancing of an Ultimus FloStation Group has many advantages over using a single Ultimus FloStation to handle Flobot tasks. For example, if a single Ultimus FloStation is handling all Flobot tasks and that service should go down (either due to network or Internet disruption, or due to computer hardware problems), then all business processes that use Flobot steps stall when they reach those Flobot steps.

If using an Ultimus FloStation Group to handle all Flobot tasks, when any single Ultimus FloStation within the Ultimus FloStation Group either goes down or is busy processing Flobot tasks, any other Ultimus FloStation may take new tasks when queued from Ultimus BPM Server. This offers redundancy to ensure all Flobot tasks can be taken when called upon.

Ultimus FloStation Groups also allow the parallel processing of multiple Flobot tasks, instead of the sequential processing of tasks that a single Ultimus FloStation can perform. This means that (a) parallel Flobot tasks within the same Ultimus process can be handled at the same time by different Ultimus FloStation modules within the Ultimus FloStation Group and/or (b) many Flobot tasks from any number of business processes can be handled at the same time.

Configuring Ultimus FloStations and Ultimus FloStation Groups

Ultimus FloStations can be installed on any server computer on the same LAN as Ultimus BPM Server, or on a remote server with Internet access.

In order to use an Ultimus FloStation installation, it must be identified by the name of the computer hosting the Ultimus FloStation. Every computer is given a “name” when Microsoft Windows is installed; the computer appears on the network with the same name. The network name can also be found at Control Panel»System, then under the Computer Name tab. Once two or more Ultimus FloStations have been added, an Ultimus FloStation Group may be created.

Figure 97. The FloStation node in Ultimus System Administrator

Note: During a default Ultimus Adaptive BPM Suite installation, Ultimus FloStations are automatically associated with Ultimus BPM Server. However, if performing a custom installation, Ultimus System Administrator must be used to manually associate an Ultimus FloStation with Ultimus BPM Server.




To add an Ultimus FloStation, follow these steps:

1. Select the FloStations node in the Ultimus System Administrator tree.

2. Right-click the FloStations node or in the FloStations result window, then select Add FloStation, as shown in Figure 98.

Figure 98. Adding a FloStation to Ultimus System Administrator

3. The Add FloStation dialog box appears, as shown in Figure 99. In the Server text box, enter the name of for the computer hosting the Ultimus FloStation. This is the network name of the computer on which Ultimus FloStation is installed.

Figure 99. The Add FloStation dialog box




4. Select the OK button. The name appears in the FloStation result window and in the node. Selecting this Ultimus FloStation shows all Flobots added to the Ultimus FloStation in the result window (as shown in Figure 100).

Figure 100. The Flobots added in the FloStation

To create an Ultimus FloStation Group, follow these steps:

1. Select the FloStations node in the Ultimus System Administrator tree.

2. Right-click the FloStations node, then select Add FloStation Group, as shown in Figure 101.

Figure 101. Adding a FloStation Group




The FloStation Group dialog box appears, as shown in Figure 102.

Figure 102. The FloStation Group dialog box

3. In the Group Name text box, enter the Ultimus FloStation Group name.

4. From the FloStations list box, select an Ultimus FloStation installation that is to be a member of the Ultimus FloStation Group, then select the Add button. That Ultimus FloStation is now a member of the Ultimus FloStation Group (as indicated by being included in the Members list box).

To add all existing Ultimus FloStation installations as members of the Ultimus FloStation Group, select the Add All button. All Ultimus FloStations are listed in the Members list box.

To remove an Ultimus FloStation as a member of the Ultimus FloStation Group, select that Ultimus FloStation from the Members list box, then select the Remove button. To remove all Ultimus FloStations from the Ultimus FloStation Group, select the Remove All button.




5. Once all required Ultimus FloStations have been selected as members of the Ultimus FloStation Group, select the OK button. The group name appears in the Ultimus System Administrator tree and in the FloStation result window (as shown in Figure 103).

Figure 103. The FloStation result window showing the newly added FloStations/FloStation Groups

To remove an Ultimus FloStation or an Ultimus FloStation Group, follow these steps:

1. Select the FloStation node in the Ultimus System Administrator tree. The installed Ultimus FloStations and Ultimus FloStation Groups appear in the result window (as shown in Figure 104).

Figure 104. Deleting a FloStation/FloStation Group in result window


Ultimus FloStationsAdding Flobots to Ultimus FloStation


2. Right-click the Ultimus FloStation or Ultimus FloStation Group that is to be removed, then select Delete FloStation Group. This can be done either from the result window or it can be deleted by right-clicking the FloStation/FloStation Group name under the FloStations node (as shown in Figure 105).

Figure 105. Deleting a FloStation/FloStation Group from the FloStations node

The selected item is removed.

Adding Flobots to Ultimus FloStation

Ultimus FloStation not only runs the default Flobots provided with Ultimus Adaptive BPM Suite, it can also run any third-party custom Flobot(s). A custom Flobot is a Flobot not included in Ultimus Adaptive BPM Suite 8.3 SP1; it is developed by a third party and performs specific task(s) for a customized environment.

This section outlines how to add a custom Flobot to the list of available Flobots in Ultimus FloStation Configuration. It also lists the default Flobots that are installed with Ultimus Adaptive BPM Suite 8.3 SP1, as well as the location where their executables are stored.




The following table lists all the default Flobots in Ultimus Adaptive BPM Suite as well as their DLL files. These files are located in the Ultimus installation directory. Ultimus’ default Flobots are automatically added during Ultimus Adaptive BPM Suite installation. The default directory is system drive:\Program Files\Ultimus Adaptive BPM Suite 8.3 (where system drive is the hard drive on which the operating system is installed).

Table 2. Default Flobots installed with Ultimus Adaptive BPM Suite 8.3 SP1

For This Flobot... ...Choose This DLL

.NET Code Flobot DOTNETRUNTIME.DLL

ASCII Flobot ASCIIRUNTIME.DLL

Database Flobot DBRUNTIME.DLL

E-mail Flobot EMAILRUNTIME.DLL

MS Excel Flobot EXCELRUNTIME.DLL

Exchange Flobot EXCHANGERUNTIME.DLL

SharePoint Flobot SHAREPOINTRUNTIME.DLL

Web Service Flobot WEBSVCRUNTIME.DLL

MS Word Flobot WORDRUNTIME.DLL

XML Flobot XMLRUNTIME.DLL




To add a custom Flobot to Ultimus FloStation, follow these steps:

1. Copy the custom Flobot executable file to the Flobots directory in the Ultimus Adaptive BPM Suite installation directory.

2. Select the FloStation node in the Ultimus System Administrator tree to display the Ultimus FloStations in the result window, as shown in Figure 106.

Figure 106. Adding a custom Flobot to the FloStation

3. Right-click the Ultimus FloStation that is to receive an additional Flobot, then select Add Flobot. The Flobot dialog box appears, as shown in Figure 107.

Figure 107. The Add Flobot dialog box

4. In the Name text box, enter the name of the Flobot.

5. From the Application combo box, select the Flobot executable.

6. Click the OK button to add the Flobot for use.

7. To allow changes to take effect, Ultimus FloStation must be restarted. If Ultimus FloStation is used as a service, the service must be restarted.



Ultimus FloStationsUsing Ultimus FloStation as an application or service

To edit the properties of a Flobot, follow these steps:

1. Select the FloStations node in the Ultimus System Administrator tree to display the Ultimus FloStations in the result window.

2. Select the Ultimus FloStation in which its the Flobot’s properties are to be edited.

3. Right-click the Flobot, then select Properties (as shown in Figure 108).

Figure 108. Editing the properties of a Flobot

4. The Flobot dialog box appears. Edit its properties as required, then select the OK button. The new properties of the selected Flobot are saved.

Note: The name of an already added Flobot cannot be changed; only its executable can be changed.

Using Ultimus FloStation as an application or service

Ultimus FloStation can be used as a service or as an application. This section outlines the differences between the service and application.

Ultimus FloStation is most commonly run as a service. However, it may sometimes be difficult to configure Flobots requiring desktop interaction on an Ultimus FloStation running in service mode. If a Flobot carries out the execution of an external application to perform an assigned task, generally it is better to first execute such a Flobot under an Ultimus Flostation running in the application mode. If the Flobot and the application do not show any pop-up messages due to errors, it is safe to switch such Flobots under an Ultimus FloStation running in service mode.

Note: Ultimus recommends running all Microsoft Office related Flobots (the Word Flobot, Excel Flobot, and Exchange Flobot) using the Ultimus FloStation application.




When switching from the Ultimus FloStation service to the application, make sure to stop the service before starting the application.

Ultimus FloStation can be run as a service separately from Ultimus BPM Server on a different computer, then be connected remotely to Ultimus BPM Server to fetch tasks.

The following table outlines the differences between running Ultimus FloStation in service mode or as an application.

Table 3. Comparison between running Ultimus FloStation as a service or an application

Ultimus FloStation service Ultimus FloStation application

Ease of administration

Like other services, the Ultimus FloStation service can be configured to automatically start when Windows is re-booted. If the Ultimus FloStation service has to be re-started, it can be done remotely. This makes it easier to administer. Moreover, services can run even if Windows is in a logged off state.

The Ultimus FloStation application has to be started manually in case Windows is re-booted. The application can also be placed in the Windows Startup directory. However, if the application has to be re-started, the user must log on to the computer and re-start.

Desktop interface Services are not generally designed for a user interface. A user interface can be provided by selecting the Allow Desktop Interface option when configuring the services, but this brings up a number of other issues such as:

• When using the Exchange Flobot, an authentication pop-up window is presented to the user

• When using macros with Word Flobot or the Excel Flobot, users are presented with a number of pop-up windows

• When using the File Flobot to call Notepad.exe, users are presented with pop-up windows

The Ultimus FloStation application does not have any limitations when interacting with the desktop.

Network resources Microsoft recommends using UNC file nomenclatures when creating or updating them no network resources. They should not be referenced through mapped drive names.

The Ultimus FloStation application has no particular network access restrictions.

Security issues Windows WorkStation: If the Ultimus FloStation service is configured on a workstation, the user should have administrative rights on the workstation in order to run the FloStation service. Otherwise, the user is presented with an access denied error message.

The Ultimus FloStation application runs like other applications and does not require any security configuration.




Note: When using Ultimus FloStation service, the printer must be configured using an Administrator account. The printer is required so that the Flobots may print to it. Only Word and Excel Flobots may use perform printing functionality.

To use Ultimus FloStation as a service, follow these steps:

1. Open Services from Administrative Tools (Control Panel»Administrative Tools»Services).

2. Locate Ultimus FloStation Service in the list of services.

3. Select Action»Start, or right-click on the Ultimus FloStation service then select Start.

To use Ultimus FloStation as an application, follow these steps:

1. Stop the Ultimus FloStation service (if it is running). To do so, open Control Panel»Administrative Tools»Services. Then right-click on the Ultimus FloStation service and select Stop.

2. Click Start»Programs»Ultimus Adaptive BPM Suite 8.3»Ultimus FloStation Application. The Ultimus FloStation icon ( ) appears in the System Tray.

To exit the Ultimus FloStation application, follow these steps:

1. Right-click the FloStation icon in the System Tray.

2. Select Exit.



10Publishing Repositories

When any business process is published on Ultimus BPM Server, all process-related information (along with the information about the repository in which the business process is published) is saved on Ultimus BPM Server. Later, if it becomes required to change the published business process’s repository name, inconsistency arises among different modules in Ultimus Adaptive BPM Suite. For example, Ultimus Director cannot access the repository after the repository’s name has changed. To overcome this problem, the Publishing Repositories function is used. All properties related to repositories can be accessed and edited in the Publishing Repositories node from the Ultimus System Administrator Console tree.

To view or edit information related to the repositories, follow these steps:

1. Select the Publishing Repositories node (as shown in Figure 109).

Figure 109. The Publishing Repositories result window

The results window displays the following information:

• Repository Name: The name of the repository is displayed in Repository Name column.

• Server: The name of the Ultimus BPM Server on which the business process is published is displayed in the Server column.

• Protocol: The protocol used while making a connection to Ultimus BPM Server is displayed in the Protocol column. This can be either HTTP or HTTPS.

• Port: The port number is displayed in the Port column.



Publishing Repositories

2. Right-click the name of the repository from the Repository Name column, then select Properties to edit the properties of any of the repositories.

The Publishing Repository Properties dialog box appears, as shown in Figure 110.

Figure 110. The Publishing Repository Properties dialog box

3. In the Server: text box, enter the name of the computer hosting Ultimus BPM Server (or its IP address), or browse to that computer using the browse button.

4. In the Port: text box, enter the port number in which that computer listens for connections.

5. Select the Secure check box if connecting to Ultimus BPM Server using HTTPS protocols.

6. In the Repository Name: text box, enter the name of the repository to which the business process is published.




11Log Filters

Ultimus generates a number of logs through Ultimus BPM Server activity. These logs provide useful information about recent Ultimus engine activities for diagnostic purposes. Ultimus creates the following logs:

• Ultimus BPM Database: These logs track Ultimus BPM Database errors as well as Ultimus Recordset errors.

• Ultimus FloStation: These logs track Ultimus FloStation activity as they perform Flobot tasks.

• Ultimus Engine: These logs track real-time Ultimus engine messages (such as “Activated Step 2 to User Kathy Smith”).

• Ultimus BPM Server: These logs track errors pertaining to ISAPI-client requests (such as “Error Reading Tasks for User Marcus Anthony”).

• System events: These logs track NT events from Ultimus BPM Server.

• Ultimus Organization Charts: These logs keep track of business charts, which maintains information about members of the organization in a hierarchical manner.

All logs are maintained in Ultimus BPM Database. In Ultimus BPM network load balancing (NLB) environments, log filters viewed from any Ultimus System Administrator installation display the same information for all Ultimus BPM Servers in that NLB environment. This is because all logs are stored in Ultimus BPM Database (with the exception of Windows event logs, which are located on the computer on which Ultimus BPM Server is operating). Ultimus System Administrator provides a user interface which not only displays Ultimus log files, but also Windows event logs. This single interface allows Ultimus System Administrator users to more quickly assess the chronological timing of issues.

Ultimus System Administrator users can view log entries captured from the Ultimus engine. These log entries can be viewed in their entirety, or can be “filtered,” so as to display only particular log entries based on user-defined criteria.



Log Filters

To view log entries (in their entirety or based on log filters), follow these steps:

1. Select Log Filters from the Ultimus System Administrator Console tree, as shown in Figure 111.

Figure 111. The Log Filters result window

2. From the Log Filters result window, right-click the log filter, then select Open to view its details. If no log filters have been defined, select Default, as shown in Figure 112. This log filter exists by default in the result window.

Figure 112. Selecting the Open option to view log entries


Log Filters


A status bar appears (as shown in Figure 113) while the log files are requested from Ultimus BPM Server.

Figure 113. Getting Logs from Server dialog box

Log entries appear in a separate dialog box, as shown in Figure 114.

Figure 114. Viewing log entries under the Log Filters node

The Logs window displays all the information regarding the log entries. Below is a description of what is displayed in the Logs window.

• Type: The Type text box displays the type of the message (such as Information, Warning or Error). Log entries use the following icons to represent whether they pertain to information, warnings, or errors:

a. Information ( ): An Information log entry is for informative purposes only.

b. Warning ( ): A Warning log entry has a warning message associated with it.

c. Error ( ): An Error log entry has an error message associated with it.

• Msg #: The Msg # text box displays the message number.

• Server: The Server text box displays the name of the computer on which the log entry was created.

• Category: The Category text box displays information about the category of the application for which the log entry has been generated.

• Time: The Time text box displays the time at which the log entry was created.



Log Filters

• Process: The Process text box displays the name of the process for which the log entry has been generated (if applicable).

• Incident: The Incident text box displays the incident of the process for which the log entry has been generated (if applicable).

• Message: The Message list box contains the message or details of the text that appears against the log entry.

Log filters allow users to view specific log entries based on user-defined filter criteria. This is useful to find and monitor Ultimus engine log entries.

To define a log filter, follow these steps:

1. Right-click the Log Filters node, then select New. The Log Filter Definition dialog box appears, as shown in Figure 115.

Figure 115. The Log Filter Definition dialog box

2. In the Filter Name: text box, enter a name for the filter.

3. In the BPM Server group, select the New button ( ) to add an Ultimus BPM Server to be included in the log filter. All Ultimus BPM Server installations to be included in the log filter are displayed in the BPM Server list box.

4. To delete an Ultimus BPM Server name from the Server list box, select the Ultimus BPM Server name to be deleted, then select the Delete button ( ).


Log Filters


5. The Category group options customize how log filter output is displayed in the result window. The Category group has the following options:

• Server: Selecting the Server option displays log entries for Ultimus BPM Server.

• Databases: Selecting the Databases option displays log entries for Ultimus BPM Database, Ultimus Recordsets Database and the Ultimus Repository Database.

• Engine: Selecting the Engine option displays log entries for the Ultimus engine.

• Event Logs: Selecting the Event Logs option displays log entries for Windows event logs.

• FloStation: Selecting the FloStation option displays log entries for Ultimus FloStation installations.

• OrgChart: Selecting the OrgChart option displays log entries for Ultimus Organization Charts.

6. All business processes published to Ultimus BPM Server are displayed in the Process list box. Select any business processes to be included in the log filter by selecting the check box beside the process name. If none of the published processes is selected, by default the information for all published business processes on that Ultimus BPM Server appear in the log.

7. From the From: combo box calendar control, select a date on which the log filter is to begin filtering Ultimus BPM Server activity.

8. From the To: combo box calendar control, select a date on which the log filter is to stop filtering Ultimus BPM Server activity.

Note: When defining a log filter, if no date is specified in the From: and To: combo boxes in the Include Dates section, by default the log filter filters all Ultimus BPM Server activity for selected business processes from when the business process was published through the date it was uninstalled.

9. Select the incident number ranges (using the From: and To: text boxes in Include Incidents section) for the selected process(es) to be included in the log filter. If no incident range is specified, by default the information for all the incidents of the selected processes appear in the log.

10. The View group option customizes how log filter output displays in the result window. The Category group has the following options:

• Server: Selecting the Server option displays log entries for Ultimus BPM Server.

• Databases: Selecting the Databases option displays log entries for Ultimus BPM Database, Ultimus Recordsets Database, and the Ultimus Repository Database.

• Engine: Selecting the Engine option displays log entries for the Ultimus engine.

• Event Logs: Selecting the Event Logs option displays log entries for Windows event logs.



Log Filters

• FloStation: Selecting the FloStation option displays log entries for Ultimus FloStation installations.

• OrgChart: Selecting the OrgChart option displays log entries for Ultimus Organization Charts.

The View group has the following options:

• Errors: Selecting the Errors option displays error log entries.

• Warnings: Selecting the Warnings option displays warning log entries.

• Information: Selecting the Information option displays information log entries.


12. Right-click the newly created log filter in the result window of the Log Filters node, then select Open. The log appears in a new window (as shown in Figure 116). The details are continuously updated based on Ultimus BPM Server activity. This interval is set in the Housekeeping node in Ultimus BPM Server Properties dialog box. For more information on setting this interval, refer to Configuring the Housekeeping node properties section.

Figure 116. Newly created log filter in the Log Filters result window


Log Filters


To edit a log filter definition, follow these steps:

1. Select the log filter from the result window of the Log Filters node.

2. Right-click, then select Properties. The Log Filter Definition dialog box appears, as shown in Figure 117.

Figure 117. The Log Filter Definition dialog box

3. Edit the log filter definition, then select the OK button to accept changes.



Log Filters

To refresh a log filter’s display of log entries, follow these steps:

1. From the Log Filters result window, right-click the log filter, then select Open to refresh its details (as shown in Figure 118).

Figure 118. Selecting the Open option to view log entries

A bar appears (as shown in Figure 119) while the log files are requested from Ultimus BPM Server.

Figure 119. Getting logs from the Server dialog box

2. Log entries appear in a separate dialog box. Select the Refresh button. The log entries refresh (as shown in Figure 120).

Figure 120. Viewing log entries under the Log Filters node


Log Filters


To delete a log filter, follow these steps:

1. Select the log filter from the Log Filters result window.

2. Right-click the name of the log filter, then select Delete (as shown in Figure 121).

Figure 121. Deleting the log filter

3. A message appears to confirm that the log filter is to be deleted. Click the Yes button to delete the log filter; click the No button to not delete the log filter.

Caution: Be careful when deleting log filters. Once deleted, log filters cannot be recovered.



Log Filters

To clear all log entries for all log filters, follow these steps:

1. Select the Log Filters node.

2. Right-click, then select Clear Logs (as shown in Figure 122). All log entries are deleted.

Figure 122. Clearing log entries in all log filters

Caution: Be careful when using the Clear Logs function. This function not only removes displayed log entries, it also deletes all log entries from Ultimus BPM Database. A message confirms whether log entries should be cleared. Once cleared, those log entries cannot be recovered.

The ulog files are not affected by the Clear Log function.

Log filter results can be used in a number of ways to monitor Ultimus BPM Server activity. This includes the following administrative features:

• Exporting log entries to a ulog file

• Importing logs from another Ultimus System Administrator installation

• Searching for log entries

Each of these administrative features is discussed below.


Log Filters

Exporting log entries to a ulog file


Exporting log entries to a ulog file

Log entries can be saved to an Ultimus proprietary ulog file. These ulog files may be imported to other Ultimus System Administrator installations to view log entries (for such purposes as troubleshooting and maintenance).

To export log entries, follow these steps:

1. Select the log file to be exported from the Log Filters result window.

2. Right-click, then select Export (as shown in Figure 123).

Figure 123. Exporting the log entries to a ulog file

3. In the Save As dialog box browse to the directory location to save the ulog file, then select Save. The ulog file is saved.

Importing logs from another Ultimus System Administrator installation

Once logs have been exported from an Ultimus System Administrator installation (using the Export function), those logs may be imported to another Ultimus System Administrator installation. This is useful so that a remote Ultimus BPM Manager may inspect and create filters against other log entries.

To import logs from another Ultimus System Administrator installation, follow these steps:

1. Right-click the Log Filters node and select Import.

2. The Open dialog box appears. From the Open dialog box, browse to a ulog file that contains the log entries to be imported, then click the Open button.



Log Filters

Searching for log entries

Searching for log entries

An Ultimus BPM Manager may easily search for specific log entries within a displayed list.

To search for log entries within a displayed list, follow these steps:

1. Right-click on any displayed log entry, then select Find (CTRL-F), as shown in Figure 124. The Find dialog box appears.

Figure 124. Searching for a log entry

2. In the Find What text box, enter a word or phrase to be searched in the displayed log entries. Select the Up or Down options in the Direction group to search up or down the displayed log entries (respectively).

3. Select the Find Next button. The specified word or phrase is searched against the displayed log entries.

4. Select the Find Next button to continue searching for further log entries using the same text string. Select the Cancel button to close the Find dialog box.

5. Right-click, then select Find Next (F3) when not using the Find dialog box to continue searching for other log entries using the same text string.



12Working with additional Ultimus BPM Servers

Ultimus System Administrator can be configured to establish a connection with “live” Ultimus BPM Servers from versions 6.x and 7.x to facilitate organizations which are migrating from older Ultimus BPM Suite versions. Once configured, the process and incident data related to these Ultimus BPM Servers is accessible to process participants via the Ultimus Adaptive BPM Suite client. Specifically, the Ultimus Adaptive BPM Suite 8.3 SP1 client interface offers separate “tabs” (one for each connected version of Ultimus BPM Server). This functionality is useful to allow an organization to have a client interface not only for the Ultimus Adaptive BPM Suite environment, but also for the older live Ultimus BPM Servers. Process participants can able to open and submit tasks, monitor incidents, and perform all other client-related tasks not only for the Ultimus Adaptive BPM Suite environment, but also for the older version 6.x or version 7.x BPM environments from within an Ultimus Adaptive BPM Suite client.

This section discusses additional Ultimus BPM Server configuration settings from Ultimus System Administrator.

Configuring an additional Ultimus BPM Server

To add/configure an additional Ultimus BPM Server, follow these steps:

1. Right-click the Additional Servers node, then select Add BPM Server... option (as shown in Figure 125).

Figure 125. Adding an additional Ultimus BPM Server to the Additional Servers node



Working with additional Ultimus BPM Servers

The BPM Server dialog box appears, as shown in Figure 126.

Figure 126. The BPM Server dialog box

2. In the Name: text box, enter the name for the Ultimus BPM Server that is to be added.

3. From the Server: combo box, select or enter the name of the computer hosting Ultimus BPM Server or enter its IP address. This computer must be on the same domain as the computer(s) hosting Ultimus Client which is to connect to Ultimus BPM Server.

Note: The Ultimus BPM Manager should be careful while adding the server since the same Ultimus BPM Server can be added twice, with a unique computer name and IP address. This is because the computer IP address is not resolved to check the uniqueness of the added Ultimus BPM Server.

4. In the Port: text box, enter the port number in which the computer hosting Ultimus BPM Server listens for incoming connections. By default, it is 80.

5. Select the Secure check box if the connection is using HTTPS protocols to connect to the computer hosting Ultimus BPM Server. For a secure connection, the default port number is 443.


Multiple Ultimus BPM Server may be configured using this procedure.




Deleting an existing Ultimus BPM Server

To delete an existing Ultimus BPM Server configuration, follow these steps:

1. Select the Additional Servers node from the Console tree. All configured Ultimus BPM Servers appear in the result window.

2. From the result window, right-click on the Ultimus BPM Server configuration to be deleted, then select the Delete option (as shown in Figure 127).

Figure 127. Deleting an Ultimus BPM Server from the Additional Servers node

A dialog box appears (as shown in Figure 128) to confirm deletion.

Figure 128. Deletion confirmation dialog box

Select the Yes button to delete the Ultimus BPM Server configuration. To cancel, click the No button.




Modifying the properties of an existing Ultimus BPM Server

To edit an existing Ultimus BPM Server configuration, follow these steps:

1. Select the Additional Servers node from the Console tree. All configured Ultimus BPM Servers appear in the result window.

2. From the result window, right-click on the Ultimus BPM Server configuration to be edited, then select the Properties... option (as shown in Figure 129).

Figure 129. Editing the properties of an Ultimus BPM Server from the Additional Servers node

The BPM Server dialog box appears, as shown in Figure 130.

Figure 130. The BPM Server dialog box in edit mode

3. Edit the properties as required, then click the OK button.

Note: The Ultimus BPM Server name in the Name: text box once defined can not be edited.



13The User Search and Browse dialog box

This section discusses the Organizations dialog box (shown in Figure 131). The Organizations dialog box is used to search and browse for individuals in the organization. This may be accomplished in different ways depending on how the Organizations dialog box is used within Ultimus Adaptive BPM Suite.


Functionality within the Organizations dialog box depends on how it is used at any given time. This section discusses all possible functionality in Ultimus System Administrator.

In overview, an individual within the organization may be selected using the following guidelines:

a. Search method: An individual may be sought using one of three searching methods:

• Browsing

• Searching

• Advanced searching



The User Search and Browse dialog box

b. Organization: Within each of these searching methods, an individual known within the organization may be sought in one of two ways:

• Business organization: An individual may be searched against any existing business organization that has been created in Ultimus Organization Charts.

• Domain name: An individual may be searched against any Active Directory structure accessible to Ultimus Adaptive BPM Suite.

c. Category: Depending on which search method and organization is selected, an individual may be sought in up to five ways:

• Group Members: If selecting to search by domain, an individual may be sought within groups of an Active Directory.

• Groups: If selecting to search by either business organization or domain, the entire membership of a group may be selected.

• Users: If selecting to search by either business organization or domain, an individual may be sought by user name.

• Job Functions: If selecting to search by business organization, an individual may be sought by his or her primary job function.

How to perform each search method is discussed below. Each procedure assumes the Organizations dialog box is in focus.




To search for a user or group using the “browse” method, follow these steps:

1. Click the Browse button ( ), as shown in Figure 132.

Figure 132. Using the “browse” method

2. From the Organization: combo box, select one of the following options:

a. Business Organization: Select the Business Organization option to search through business charts.

b. Domain: Select a domain in which to search Active Directory structures.

3. From the Look For combo box, select which category to search for the person. Ultimus Adaptive BPM Suite often provides only one category option because it is the only appropriate option based on the selected Organization option and the type of category that launched the search query. The following four category options are potentially available:








4. In the list box, browse within the specified category for the individual or group being sought.


To search for a user or group using the “search” method, follow these steps:

1. Click the Search button ( ), as shown in Figure 133.

Figure 133. Using the “search” method




3. From the Look For combo box, select which category to search for the person. Ultimus Adaptive BPM Suite often provides only one category option because it is the only appropriate option based on the selected Organization option and the type of category that launched the search query. The following four category options are potentially available:








4. In the Criteria text box, enter a text string to search against.

5. Click the Find button.

Tip: If necessary, use an astrisk (*) as a wildcard character in your searches to broaden your search results.

6. In the list box, browse within the specified category for the individual or group being sought.


To search for a user or group using the “advanced search” method, follow these steps:

1. Click the Advanced Search button ( ), as shown in Figure 134.

Figure 134. Using the “advanced search” method







3. If searching against a domain, use any of the following options:

a. From the OU combo box, specify the Organizational Unit based on the selected domain.

b. From the Look For combo box, specify any of the following options:

• Users: Select the Users check box to search against user short names.

• Full Names: Select the Full Names check box to search against user full names.

• Job Functions: Select the Job Functions check box to search against Active Directory titles.

• Charts: Select the Charts check box to search against organization charts.

c. From the Search Criteria group, select one of the following options:

• Define: Select the Define option to define specific search parameters based on a user short name, a user full name, an Active Directory title, and/or an e-mail address. Select the Define combo box to specify any of the following search parameters:

a. Users: Beside the Users attribute table cell, replace the asterisk with a user short name to search against.

b. Full Names: Beside the Full Names attribute table cell, replace the asterisk with a user full name to search against.

c. Job Functions: Beside the Job Functions attribute table cell, replace the asterisk with a job function name to search against.

Each search parameter entered is incorporated into the Define combo box.

• Custom: Select the Custom option to define a custom search parameter. Enter that search parameter into the Custom text box.

4. Click the Find button.

5. In the list box, browse for the individual being sought.




IndexAaccess rights, assigning, 93adding

additional BPM Server, 122Flobots to Ultimus FloStation, 102Ultimus FloStation, 98Ultimus FloStation Group, 99users to Concurrent Clients list, 79users to Named Clients list, 75

additional BPM Serveradding, 122deleting, 124editing, 125

algorithmCommunity Clients licenses, 81Concurrent Clients licenses, 78Named Clients licenses, 74Tasks per Day licenses, 88

assigning groups to a Community Client, 82using the Advanced Search option, 86using the Browse option, 84using the Search option, 85

auto launch a business processby text, 16

Bbasic Ultimus BPM Server configuration settings,

11Business Organization Database, editing, 45business process

auto launchby text, 16

Ccache settings, 49Common directory configuration, 16Community Clients licenses, 81

algorithm, 81assigning groups, 82

Advanced Search option, 86Browse option, 84Search option, 85

editing assigned groups, 87Concurrent Clients licenses, 77

adding users, 79algorithm, 78deleting users, 81viewing the list of users, 80

configuringadditional BPM Server, 122Advanced node properties, 39 to 42Common directory, 16E-Mail Settings node properties, 29 to 39General node properties, 14 to 20Housekeeping node properties, 20 to 28Ultimus FloStations and Ultimus FloStation

Groups, 97configuring Organizations

with Active Directory, 52with custom settings, 53with LDAP, 50 to 52with the local computer, 54

connectors administration, 55 to 66creating

Database connectors, 56E-Mail connectors, 61Web service connectors, 59

deleting, 65editing properties, 64

contacting Ultimus, ivconventions used in this document, vcreating a new directory, 44

DDatabase connectors, 56defining a log filter, 113deleting

directory, 48existing additional BPM Server, 124log filter, 118


IndexE


Ultimus FloStation or an Ultimus FloStation Group, 101

users from Concurrent Clients lists, 81users from Named Clients lists, 77

differences between an Ultimus FloStation and an Ultimus FloStation Group, 96

directorycreating, 44deleting, 48editing properties, 48

disconnecting a user from Ultimus BPM Server, 92

Eediting

additional BPM Server, 125Business Organization Database, 45cache settings, 49directory properties, 48group assigned to a Community Client, 87

E-Mail connectors, 61exclusion days specification, 68exporting log entries to a ULOG file, 120

FFlobots, adding to Ultimus FloStation, 102functionality with the Ultimus engine, vi

Hhow Ultimus components are licensed, 72

Iimporting logs from another Ultimus System

Administrator installation, 120information, Ultimus license, 71introduction, iv to viii

Llaunching Ultimus System Administrator, 9licenses

Community Clients, 81Concurrent Clients, 77Named Clients, 73

Server licenses, 87licensing Ultimus components, 72log filters, 110 to 121

defining, 113deleting, 118working with log filter results, 119

exporting log entries to a ULOG file, 120importing logs from another Ultimus

System Administrator installation, 120searching for log entries, 121

logs imported from another Ultimus System Administrator installation, 120

NNamed Clients licenses, 73

adding users, 75algorithm, 74deleting users, 77viewing the list of users, 76

Oonline users, 91

disconnecting a user from Ultimus BPM Server, 92

refreshing the current online users list, 92organizations administration, 43 to 54

cache settings, 49configuring Organizations

with Active Directory, 52with custom settings, 53with LDAP, 50 to 52with the local computer, 54

creating a new directory, 44deleting a directory, 48editing Business Organization Database, 45editing directory properties, 48unlocking Ultimus Business Organization

departments and groups, 47working hours specification, 67 to 70

exclusion days, 68non working days specification, 69

overviewcontacting Ultimus, ivconventions used in this document, vintroduction, iv to viiireader’s responsibilities and expectations, iv


IndexP


services used by Ultimus Adaptive BPM Suite, vi

PProcesses tab, ?? to 17publishing repositories, 108

Rreader’s responsibilities and expectations, ivrules and guidelines applying to services used by

Ultimus Adaptive BPM Suite, vii

Ssearching

for a user/group using browse method, 128for a user/group/group members using search

method, 129for a user/job function/chart using advanced

search method, 130for log entries, 121

Server licenses, 87services used by Ultimus Adaptive BPM Suite, vi

functionality with the Ultimus engine, virules and guidelines, viiUltimus BPM service, viUltimus FloStation service, viiiUltimus Management service, viiiUltimus Notification service, viiiUltimus XVS service, viii

specifying working hours for the organization, 67 to 70

exclusion days, 68working hours and non-working days, 69

TTasks per Day licenses algorithm, 88

UUltimus Adaptive BPM Suite organization types,

43 to 54Ultimus BPM Server

basic configuration settings, 11disconnecting a user, 92

Ultimus BPM Server configuration settingsconfiguring the Advanced node properties,

39 to 42configuring the E-Mail Settings node

properties, 29 to 39configuring the General node properties,

14 to 20configuring the Housekeeping node

properties, 20 to 28Ultimus BPM service, viUltimus FloStation

adding, 98adding Flobots, 102an application or a service, 105

Ultimus FloStation and an Ultimus FloStation Group

configuring, 97deleting, 101differences, 96

Ultimus FloStation Group, adding, 99Ultimus FloStation service, viiiUltimus FloStations, 96 to 107Ultimus License Management, 71 to ??

algorithmCommunity Clients licenses, 81Concurrent Clients licensing, 78Named Clients licensing, 74Tasks per Day licenses, 88

Community Clients licenses, 81assigning groups, 82

Advanced Search option, 86Browse option, 84Search option, 85

editing assigned groups, 87Concurrent Clients licenses, 77

adding users, 79deleting users, 81viewing the list of users, 80

how Ultimus components are licensed, 72Named Clients licenses, 73

adding users, 75deleting users, 77viewing the list of users, 76

Server licenses, 87viewing license information, 71

Ultimus Management service, viiiUltimus Notification service, viiiUltimus System Administrator

functionality overview, 9


IndexV


launching, 9Ultimus XVS service, viiiunlocking Ultimus Business Organization

departments and groups, 47User Search and Browse dialog box, 126 to 131

using the advanced search method, 130using the browse method, 128using the search method, 129

using Ultimus FloStation as an application or service, 105

Vviewing

log entries in a log filter, 111Ultimus license information, 71

WWeb service connectors, 59working hours

non working days specification, 69specification, 67 to 70

working inProcesses tab, ?? to 17

working withaccess rights, 93additional Ultimus BPM Servers, 122connectors, 55 to 66

creatingDatabase connector, 56E-Mail connector, 61Web service connector, 59

deleting, 65editing, 64

log filters, 110 to 121defining a log filter, 113deleting a log filter, 118log entries, 111log filter results, 119

organizations, 43 to 54creating, 44deleting, 48

Ultimus FloStations, 96 to 107work hours, 67 to 70


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