Working with UI

Overview

The OKMFlow workflow engine provides a web-based user interface for managing workflow process definitions, monitoring active workflow instances, designing workflows, and administering the system. The interface is organized into several menu sections, each providing specific functionality based on user roles and permissions.

Main Menu Options

Menu Option	Access Level	Description
Home panel	All users	The Home panel is the main dashboard for workflow management. It displays two primary sections: - Process definitions: Lists all available workflow definitions with their Id, Version, Name, and Active status. From here, you can create new workflows, activate/deactivate workflows, import/export workflow definitions, and access the Designer by clicking the edit icon. - Process instances: Shows running workflow instances with details including Id, Status, Start date, End date, Last activity, associated Node, OpenKM Node reference, and available Actions. This section provides real-time monitoring and management of active workflows (task instances).
Designer panel	All users	The Designer is a graphical workflow editor that becomes active only when a user clicks the edit icon from the Home panel. It provides: - Visual workflow canvas: Displays the workflow diagram with nodes (Start, Task, Action, Decision, End, etc.) and transitions between them. - Node properties panel: Shows configurable properties for the selected node on the right side of the screen, including node-specific settings like Task assignments, Action scripts, Decision conditions, etc. - Edit controls: Toolbar buttons for editing, deleting, cloning, and managing workflow elements.
Users panel	ROLE_ADMIN only	The Users section allows administrators to manage workflow engine users and their access privileges. This menu option is visible only to users who are members of the ROLE_ADMIN role. Key functions include: - Creating and managing workflow engine user accounts - Assigning roles and permissions - Configuring user access levels to workflow features Users managed in this section are specific to the workflow engine. These are separate from OpenKM application users, though they may correspond to the same individuals.
Tools	ROLE_ADMIN only	The Tools menu provides access to administrative utilities for workflow engine management. This menu option is accessible only to members of the ROLE_ADMIN role. Currently available tool: - Database query: Allows administrators to execute SQL queries directly against the workflow engine database. This is useful for troubleshooting, data analysis, and advanced workflow management tasks. The database query interface provides: - SQL editor with syntax highlighting - EXECUTE button to run queries - Query results table displaying returned data - CLEAR QUERY and CLEAR RESULTS buttons for workspace management Important: The database query tool provides direct database access. Use with caution as incorrect queries can affect workflow engine data integrity. Only experienced administrators should use this tool.
Admin	Mixed	The Admin menu provides access to administrative functions and application information. It contains three options: - Show debug (ROLE_ADMIN only): Displays debugging information and system diagnostics for troubleshooting purposes. This option is visible only to administrators. - About (All users): Opens a popup dialog displaying the current version of the workflow engine application and other application details. - Logout (All users): Logs the current user out of the workflow engine application and returns to the login screen.

User Interface Layout

The OKMFlow user interface follows a consistent layout structure:

• Top navigation bar: Contains the main menu options (Home, Designer, Users, Tools, Admin) with role-based visibility
• Main content area: Displays the active panel (Home dashboard, Designer canvas, Users management, etc.)
• Context-sensitive panels: Additional panels appear based on the current operation (e.g., node properties in Designer, query results in Tools)

Role-Based Access Control

The workflow engine implements role-based access control to restrict functionality based on user roles:

Role	Accessible Menu Options
All users	Home, Designer (when editing), some Admin options ( About, Logout )
ROLE_ADMIN	All menu options, including Users, Tools, and all the Admin options

Tip

Users who need access to administrative functions must be explicitly assigned to the ROLE_ADMIN role through the Users menu by an existing administrator.

Best Practices

• Use descriptive workflow names: Choose clear, meaningful names for process definitions to facilitate workflow identification
• Activate workflows selectively: Only activate workflows that are tested and ready for production use
• Monitor process instances regularly: Check the Process instances panel to identify stuck or problematic workflows
• Export workflows before major changes: Create backups by exporting workflow definitions before making significant modifications
• Limit administrative access: Only assign ROLE_ADMIN to users who require full system access
• Use database queries carefully: The Tools → Database query function should be used cautiously and only by experienced administrators
• Document workflow versions: Maintain clear version control when updating workflow definitions
• Test in Designer thoroughly: Validate workflow logic and node configurations in the Designer before activating

Note

The workflow engine interface integrates with the OpenKM document management system, allowing workflows to be triggered from and operate on OpenKM documents and folders.