Help ELMA BPM Platform

User Profile

An ELMA user profile features all the basic information about the user. Users can also adjust the system settings to their needs here.

The following settings are available to each user:

To open the user profile, click on the user's name or photo in the top right corner of the page. Another way to open the user profile is to click on the

button and select Profile in the context menu (fig. 1).

Fig. 1. Links to the user profile

The user profile page will open (fig. 2).

Fig. 2. User profile

It features:

User's personal data, time zone, business calendar, contact details, and the presence/absence or locked status of the employee. By default, in the upper right corner of the page the Present status is shown (see Figure 2). If the employee is away from the workplace, the respective status (Absent) will be displayed in their profile (Figure 2), on the user page (Figure 3), as well as the date and time when they return to work. The information about missing users corresponds to the absence schedule, which can be found in the Administration - Users - Absence Schedule section. Note that the data from the substitution schedule are not shown here. If a substitution is configured, the corresponding information will be displayed in the substitution page with a link to the substitute user page. The page of a locked user features the Locked status and the date the user was locked. Among other things, on the user page you can create a task or an event, send a message and export users’ business cards in the vCard format (this feature is available if the vCard module is installed).

Fig. 3. User page

The Performance matrix shows the current user's performance for the selected period. The section is displayed in the user's profile only if the ELMA KPI application is activated and the performance matrix templates are configured for the current user. To learn more about configuring this section, go to the respective Help page.
The Trusted Devices for signing in section with a list of trusted devices. By clicking on edit you can open the page for managing trusted devices.
Trusted certificates for signing section with a list of trusted certificates. If you click Manage a page for managing trusted certificates for signing will open.

Actions section:

Change Password - change your password.
Assign Absence – assign the current user or any other ELMA user as absent. This option is available only if the current user has respective permissions.
Assign Substitute User – assign a substitute for the current user or any other ELMA user. This option is available only if the current user has respective permissions.
Change Calendar – change the employee's business calendar. After clicking on this link, the dialog box opens, in which you can select a business calendar. By default, this option is available if the current user has the system administrator permissions. The permissions are assigned in Administration > Users > Access settings > Global access settings > Calendar > Business Calendar Settings.
Interface Language – you can change the language of the interface. Click on this link to open a language selection window.

Security section:

Allow Access from Trusted Devices only – you can make access to ELMA available only from trusted devices for the purpose of information security.
Add to Trusted Device – add the current browser to the list of trusted devices.
Link Certificate – link a certificate to the user account for authentication with a certificate.
Select encryption provider for signing in – select an encryption provider to use its certificate for signing in to the system. The selected encryption provider will be bound to the user account in order to sign in to ELMA with a certificate. This setting is displayed if signing in with a certificate is enabled in Administration – System – System Settings – General Settings.

Sign Document section:

Enable signing only with trusted certificates – enable signing documents with digital signature only with certificates added to Trusted certificates for signing.
Select encryption provider for signing – select an encryption provider to use its certificate when signing documents with digital signature. The selected encryption provider will be bound to the user account.
Bind certificate for signing – bind a certificate to the user account for signing documents with digital signature. This setting is displayed if the default encryption provider is selected in Administration – System – Digital Signature Settings – General Settings.

Downloads section:

ELMA Agent – download ELMA Agent to your computer. ELMA Agent is an application for messaging and working with documents in ELMA:
ELMA Agent (Linux) – ELMA Agent Linux;
ELMA Agent (MAC OS) – ELMA Agent for Mac OS;
ELMA Designer – download and install ELMA Designer. Only users who have respective access permissions can download ELMA Designer. Access permissions are managed in Administration – Application Access Settings – Global Access Settings – ELMA Designer . When you click on the download link, ELMA identifies the edition installed on your computer and offers an appropriate file for downloading.

Toolbar buttons

Edit user data and personal settings. This feature is available for both the user and the administrator.

Go to the page for managing trusted devices.

Editing personal data

When you click on the Edit button, the user profile opens for editing (fig. 4).

There are several tabs available for editing:

Profile

Contacts

Personal Information

Notification Settings

Tasks

Profile

Here you can edit the personal data and add a photo (avatar).

Fig. 4. User profile in edit mode. "Profile" tab.

Account* – user's login. This field is required.

Last Name* – user's last name. This field is required.

First Name* – user's first name. This field is required.

Middle Name – user's middle name.

Birth Date – user's birthday.

Hire Date – the date the user was hired.

Job Position – user's job position in the organizational structure,

Time Zone – select from the drop-down list the time zone that will be set for the current user. The default user's time zone is the current time zone of the operating system. When you change the time zone on a personal device, ELMA BPM offers to set the similar time zone in the user profile (see Figure 5). If you have refused to change the time zone, ELMA BPM saves your preferences. Next time you enter any other time zone with the same offset the system will not bother you with notifications and will automatically block the time zone change. You can always adjust time settings manually in your profile.

Fig. 5. Checking Time Zone

Photo – a form for uploading a user's photo. The recommended image size is 120 х 120 pixels. The maximum file size is 1000 MB. If your image is larger than recommended (120 х 120 pixels), you will have to select an area of the photo, which will be uploaded as your user picture (fig. 6). To select the area, drag the dashed line over your image. The selected area will be highlighted. After that, click Select.

Fig. 6. Selecting the image area to upload as user picture

Interface* – here you can select one of the available ELMA interfaces. This field is required.

Groups – here you can manage the ELMA user groups to which the current user belongs. When you click on the group's name, the dialog box opens with the information about this group and its participants (fig. 7).

Fig. 7. User profile. Group information

Contacts

Here you can specify your contact details (Fig. 8). These data will be shown in the window with the user information. We recommend to fill in and to update these data since they are needed for better communication within the company.

Fig. 8. User profile. "Contacts" tab

Personal Information

This tab features additional information about the current user that might be valuable to other system users (fig. 9).

Fig. 9. User Profile. Personal Information

Notification Settings

The common notification settings for exceptions and e-mail messages notifying the user about upcoming tasks and events are managed in Administration – System Settings – E-Mail Notifications Settings. Still, each user can additionally configure these settings to his or her liking on the Notification Settings tab of the user profile.

On this tab, you can set up exceptions and the format of e-mail notifications about incoming tasks and personal messages (the e-mail address used is the one specified on the Contacts tab) (fig. 10).

Fig. 10. User Profile. "Notification Settings" tab.

Incoming Tasks – here you can select the action that must be performed when you receive a task in ELMA:

Do not notify – no e-mail notification is sent;
Rich – an e-mail is sent automatically (fig. 7), featuring the controls necessary to complete the task fast;

Fig. 11. Example of a Rich e-mail message
Default – an e-mail created from a template is sent automatically (fig. 12).

Fig. 12. Example of a Default e-mail message

Notifications – select the action that must be performed when you receive a personal message in ELMA:
Do not notify – no e-mail notifications are sent.
Default – an e-mail message containing information about the new message is sent to your e-mail address.

Tasks

On this tab (fig. 13), you can configure personal settings for regular tasks and process tasks.

Fig. 13. User Profile. "Tasks" tab.

Action after Executing Process Task – select the action that must be performed after a process task is completed:
Do not Leave Task Page – you stay on the task page. Information about further process activities and their executors is featured on top of the page.
Go to Process – the process instance page opens.
Go to Task List – the task list page opens.
Go to Main Page – the main page opens.

Task Control section

This unit's availability depends on the Allow users to personalize task control options setting, configured in Administration – System – System Settings – Tasks or in Administration – Basic Applications – Tasks – Tasks Module Settings.

If this setting is enabled, the Task Control section is displayed on the Tasks tab of the user profile. It allows choosing the following options:

Use System Settings:

Yes – use the system settings for task control.
No – do not use the system task control settings. When you create a task and click on Control, the Completion Check fields will be empty.

Place a task under control upon creation:
Yes – when you create a task and click on Control, the Completion Check field will be filled in automatically according to system settings and the Default control type option featured below.
No – when you create a task and click on Control, the Completion Check field will be empty.

Default control type – select the control type that will be used by default for your tasks.

Automatically send time reports – ELMA will automatically send your time reports to the selected approvers. For this, you need to specify the activities that was performed, select its type, the approver and enter the number of hours spent on the completed tasks. Note that time reports for the current date will not be sent automatically for approval. By default this option is disabled. To enable this option it is also required to select respective settings in the Administration section.

Default time report approver - Select from the drop-down list an ELMA user who will approve all the time reports on tasks (excluding project tasks). When creating a time report, this user will be automatically specified in the Approver field.

User Profile

Editing personal data