Course Approval

Script

Open

Start the Demo from a web entry URL: https://universitydemo.pm4trial.processmaker.net/webentry/79/node_14 (It can also be started using the +Request feature inside ProcessMaker if the authenticated user has permissions.

Tell the audience that web entry forms can be started by Anonymous users or authenticated users using a manual login or using Single Sign-On (SSO). In this case, this form requires authentication. Our demo instance is not connected to Single Sign-on, so we will log in as a faculty member, Jessica Parker (user = engage using 1Password)

Because we have authenticated the user, the form displays her user information in the form.

Jessica completes the form with the information for the new course that she wants to teach.

Course Number BUS 123

Course Title NEW Business COURSE

This form uses date pickers to select a start and end date. Alternatively, this could be a drop down list of semesters with the start dates populated based on the academic calendar.

For a demo, browse to a month in the future:

Subject: Select Business Administration

Credit Category: Department Elective

Credit Measure: Credit

Minimum Credit: 3

Maximum Credit: 3

Credit Increment: 1

Committee Member: Select Donna Chin

Talk about how this drop down could be committees rather than users as shown in this example; mention that we have a sub process that could be called to assign a committee with approvers. (See Committee Approval process)

Submit the Request

Log out as Jessica Parker

Then, ProcessMaker sends an email to the approver (Donna Chin).

Go to your email and show the email notification sent to Donna Chin, who is a department chair and an infrequent user of the system. Email notices and the ability to take action by email is a feature of our platform for those infrequent users of the system. Clicking on the link will require a login (user: department.chair credentials in 1Password), tell your audience that SSO would take care of authenticating the user.

The Task list is presented to the user - click on the task for Course Approval to open the form.

In the form, the approver can make one of three decision: 

• The first alternative option is denying the request, in this case, ProcessMaker sends an email to the faculty member saying that the request was denied.

• The second option is that the approver might require more information or clarification, therefore, the request is sent back to the faculty member

• The third option is approving the request, at this point, once the request is approved, it is sent to the registrar's office thus, the registrar can manually create the course’s information in the ERP system

There is a comment section for the approver to add comments, enter text here.
CLICK APPROVE

Log out as Donna Chin

The form is now routed to the Registrar’s office to review. (There is no email notice for the Registrar)

Log in as Registrar
Click on the notification in the upper right.
Note the task is “Create Course”

Click on “Create Course” task to open the Registrar’s form.

The Registrar reviews the information submitted by the Faculty and the Department Chair.

There is a toggle on the form that allows the Registrar to indicate that the course was added to the SIS. Registrar can add comments.
Click on Submit

An email notification is sent to the faculty member informing the request approval with the corresponding approval comments.

Credentials

Instance URL: https://universitydemo.pm4trial.processmaker.net/

Process Starts from Web Entry or In-app Request: https://universitydemo.pm4trial.processmaker.net/webentry/79/node_14 (if using web entry, must log in as Engage user)

Faculty Member Users

Jessica Parker

Username: engage

Academic Department Users

Donna Chin

Usernames: department.chair

Registrar Office Users

Regina Registrar

Username: registrar

The password for all users are stored in 1Password Sales Engineering