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Overview
Workspace lets users start, participate in, and track business
processes.
On the Workspace pages in administration console, you can perform
the following tasks:
-
Set the message to be displayed on the Welcome page of
the Workspace user interface
-
Configure search templates to be used in Workspace to search
for processes and tasks
-
Import and export search templates and global settings
Note:
The Flex Worksapce is deprecated for AEM forms release.
Important:
You must use the navigation methods within
administration console. Do not use the Back, Forward, or Refresh
buttons in the web browser. Using these buttons can cause data capture
and data display problems.
Managing the categories displayed in Workspace
In Workspace, the processes that a user can start are displayed
in categories in the left navigation pane. You can set up the categories
in administration console, or process designers can set them up
in Workbench. When process designers creates processes, they assign
them to categories.
When you specify category names, create them so that they appear
properly in the Workspace navigation pane. By default, the left
navigation pane has a fixed width of 210 pixels, which is approximately
24 characters. If the category name that you specify is too long
to fit within the fixed width of the left navigation pane, it is
truncated. The full name appears only when the mouse pointer is paused
over it. Try to avoid category names that will be truncated. The
following examples illustrate category names that fit and those
that are truncated:
-
Category name that fits:
-
Attendance & Leave
-
Category name that is truncated:
-
Attendance & Leave (United States)
In Workspace, processes within a category are typically displayed
as cards on the Start Process page. In general, six cards can be
displayed on the screen for a category before the user is required
to scroll to view remaining cards. Because scrolling makes it more
difficult to find a process, consider limiting each category to
six processes or, depending on your resolution, limiting the number
of processes that can be displayed on the screen without requiring
any scrolling.
If you are using MySQL as your AEM forms database, Administration
Console cannot differentiate between two category names that differ
only in the use of extended characters. For example, if you create
a category named abcde and a category named âbcdè, they are considered
the same.
Add a category
-
In administration console, click Services >
Applications and Services > Category Management.
-
Click Add. If you wish to add a sub-cateogry, select a category
and then click Add.
-
In the Name box, type a name for the category and in the
Description box, type a description of the category.
-
Click Add. The category is displayed on the Category Management
page.
Note:
You can add only up to five levels of hierarchy when
creating categories.
Edit a category
-
In administration console, click Services >
Applications and Services > Category Management.
-
Select the category you wish to edit and click Edit. Alternatively,
you can double click a category to edit.
-
Edit the name of the category in the Name box.
Remove a category
You can remove only the categories that are not in use.
-
In administration console, click Services > Applications
and Services > Category Management.
-
On the Category Management page, select the check box for
the category to remove and click Remove. The category is no longer
displayed.
Setting the message of the day
You can set a message to be displayed on the Welcome page
in the Workspace user interface.
If required, you can use the HTML tags supported by Adobe Flash® Player to format the appearance of the
text:
For more information about the supported tags, see the definition
of the
htmlText
property for the TextField class
in the
Flex Language Reference
.
Set the message of the day
-
In administration console, click Services >
Workspace > Message Of The Day.
-
In The Message Of The Day box, provide the text to be displayed
on the Welcome screen.
-
Click Save.
Note:
The Flex Worksapce is deprecated for AEM forms release.
Customizing search templates
You can create search templates to be used in Workspace
to search for instances of processes from the To Do and Tracking
pages. You can also edit or delete existing search templates.
When creating or editing a search template, you can specify the
layout and sort order of the search results. However, users can
modify these settings in Workspace after the search results appear.
You can create as many search templates as required.
Important:
When saving a search template, you must
give it a unique name. Otherwise, an existing template can be overwritten
without a warning message.
Create a simple search template
-
In administration console, click Services >
Workspace > Search Templates.
-
On the Identification tab, in the Search Template Description
box, provide the purpose of the template.
-
(Optional) Click the Criteria tab and specify the search
criteria for the template.
-
Click the Save tab, enter a unique name for the template,
and then click Save.
Create or edit a search template
-
In administration console, click Services >
Workspace > Search Templates.
-
(Optional) If you are editing an existing template or using
an existing template as the basis for a new template, select the
template from the Search Template Name list.
-
In the Search Template Description box, provide the purpose
of the template.
-
(Optional) In the User Instructions box, provide any instructions
that can help in using the template. These instructions are displayed
in Workspace when a user selects the search template.
-
Click the Criteria tab. This is where you define one or more
search criteria. To add a search criteria:
-
At the
top of the Criteria tab, select a Process Element or Task Element.
If you previously selected the Process Name element
and specified a process, any Process Variables defined in that process
are also available for selection.
If
you select the Task Visible element, users will be able to remove completed
tasks from the search results.
The search criteria fields
for the selected element appear at the bottom of the Criteria tab.
-
For each Process Element, Task Element, and Process Variable
that you select, fill in the corresponding search fields at the
bottom of the Criteria tab:
-
Select a relational operator
(such as "be equal to") from the list provided and specify the value
of the operand in the box beside it.
-
(Optional) To enable users to change the operand value in
Workspace, select Allow The User To Change The Operand.
-
(Optional) To enable users to change the relational operator,
select Allow The User To Select Another Relational Operator. In
the list that appears, select the operators that will be available
to the user.
If you selected Process
Name as the element, you can click the icon beside the operand field
to display a list where you can select a process that is running on
the forms server. After selecting a process, any process variables
defined in that process are available for selection under Process
Variables in the top section of the Criteria tab.
You can delete an element from the search template
by clicking the Delete icon beside the element’s search criteria.
-
(Optional) For each column heading to display in the search
results, click the Layout tab and perform the following steps:
-
Select a process or task element and click the right arrow
to
move it to the Columns To Report list.
-
In the Columns To Report list, select the process or task
element and click the Up Arrow or Down Arrow
to
move it to its place in the column order. The column headings in
the search results will appear in the order that they are listed
here.
-
(Optional) To change the name of the element for the column
heading, select the element from the Columns To Report list and
provide the new name.
Note:
The layout specified
in the search template overrides the user’s preferences specified
for column headings in Workspace.
-
(Optional) For each column to sort in the search results,
click the Sort tab and perform the following steps:
-
Select a process or task element and click the right arrow
to
move it to the Sort Order list.
-
In the Sort Order list, select the process or task element
and click the Up Arrow or Down Arrow to move it to its place in
the sort order. The columns in the search results will be sorted
based on the order that they are listed here.
-
(Optional) To sort a column in descending order, select the
check box next to the element name. If the check box is not selected,
the column is sorted in ascending order.
-
Click the Save tab.
-
(Optional) If creating a new search template, give it a unique
name. If you do not specify a unique name, you could overwrite an
existing template.
-
Click the Save button.
Delete a search template
-
On the Identification tab, select a name from the
Search Template Name list.
-
Click Delete This Template and click OK.
Importing and exporting global settings
You can import and export search template definitions and
global settings for Workspace.
Note:
The Flex Worksapce is deprecated for AEM forms release.
For example, you can move from a development environment to a
production environment by exporting the search template definitions
and global settings from one environment and importing them into
the other.
After you export the global settings file, you can modify the
settings in an XML or text editor. However, the only settings you
may want to edit are the JChannelConnectionProperties, formViewOnly,
and specialRoutes settings. For more information, see
Workspace global settings
.
Important:
If you change the event properties in the
global settings file, you must restart the server.
Import a search template definition
-
In administration console, click Services >
Workspace > Global Administration.
-
Under Import Search Template Definition box, click Choose
File and select the search template. You can only import search
template definitions that were originally exported from an instance
of Workspace.
-
Click Import.
Export a search template definition
-
On the Global Administration page, under Export
search template definition, click List All.
-
In the list of search templates, select the template to export.
Note:
You can select more than one template, but only
the last template selected is exported.
-
Click Export and then save the file on your computer.
Import global settings
-
On the Global Administration page, under Import
Global Settings, click Choose File and select the global settings
file. The global settings file must be in XML format.
-
Click Import.
Export global settings
-
On the Global Administration page, under Export
Global Settings, click Export.
-
Save the file on your computer.
Workspace global settings
You can modify the global settings file; however, the only
settings you may want to edit are the JChannelConnectionProperties,
formViewOnly, and specialRoutes settings.
Note:
The Flex Worksapce is deprecated for AEM forms release.
The Workspace global settings file includes the following settings:
specialRoutes settings
The
specialRoutes
settings specify the properties
of the special routes, approve and deny, in Workspace. In certain
situations, the buttons for these routes appear on the task cards
in Workspace, and the user can select them without opening the form.
You can modify the specialRoutes settings in the global settings
file to add customized names for approve and deny or to create additional
routes.
-
client_specialRoutes_routes_approve_style:
-
The name of the style that is located in the Workspace theme,
which identifies the approve button icons. The style must include
values for an enabled icon and disabled icon. To define a style for
a custom button, you must use the following template:
.buttonApprove {
icon: Embed('images/LC_DirectApprove_Sm_N.png');
disabledIcon: Embed('images/LC_DirectApprove_Sm_D.png');
paddingLeft: 5;
}
The Workspace CSS file is embedded in the workspace-theme.swf
file, which is located in the adobe-workspace-client.ear > adobe-workspace-client.war
file. To change the appearance of Workspace, you must recompile
the workspace-theme.swf file.
-
client_specialRoutes_routes_deny_names:
-
The variety of strings that a Workbench user can use to be
interpreted as "deny". The strings are case-sensitive. For example,
the default value is
deny
. If the Workbench user uses the word
Deny
in
a process, the word will not be recognized. The word
Deny
must
be added to this setting for the route button to be customized and
have the style applied to it.
-
client_specialRoutes_routes_deny_style:
-
The name of the style that is located in the Workspace theme
file, which identifies the deny button icons. The style must include
values for an enabled icon and disabled icon. To define a style for
a custom button, you must use the following template:
.buttonDeny {
icon: Embed('images/LC_DirectDeny_Sm_N.png');
disabledIcon: Embed('images/LC_DirectDeny_Sm_D.png');
paddingLeft: 0;
}
-
client_specialRoutes_routes_approve_names:
-
The variety of strings that a Workbench user can use to be
interpreted as "approve". The strings are case-sensitive. For example,
the default value is
approve
. If the Workbench user uses the
word
Approve
in a process, the word will not be recognized.
The word
Approve
must be added to this setting for the route
button to be customized and have the style applied to it.
-
client_specialRoutes_names:
-
The keys used to locate the customized string value from
the resource files. Each entry in this setting needs to include
the values for the names and style.
JGroup settings
These settings appear only if you have upgraded from Adobe
LiveCycle ES2.5 or earlier.
-
server_remoteevents_ClientTimeoutMilliseconds:
-
The maximum time the JGroup waits for event messages. This
setting should not be changed.
-
server_remoteevents_ServerTimeoutMilliseconds:
-
The timeout for receiving JGroup messages on the server.
This option sets the delay for sending messages from the server
to the client.
-
server_remoteevents_JChannelConnectionProperties:
-
The connection properties for the JGroup that are used to
communicate between the server (on which a service event is processed
by the RemoteEvent service) and all instances of Workspace.
You
may need to change the UDP values for the multicast IP address (mcast_addr),
the multicast IP port (mcast_port), and the TTL for the multicast packets
(ip_ttl). By default, the multicast IP address and port values are
randomly generated and, generally, the values do not need to be
changed. However, if your company has any network policies regarding
specific multicast ranges for multicast IP addresses, you may need
to change the values.
Note:
The TTL must be greater
than the number of network switches between the servers in the cluster;
however, if the value is set too high, it can cause multicast packets
to travel into subnets, where they will be discarded.
The
remaining properties in this setting should not be changed.
-
server_remoteevents_JGroupName:
-
The name of the JGroup used for remote event communication.
This value is randomly generated to avoid conflicts in clusters.
This value should not be changed.
For additional information on JGroups and Workspace, see
JGroups and AEM forms Workspace - Explained
.
formView settings
-
client_formView_openFormInFullScreen:
-
To display all forms in Workspace in full-screen mode, set
this option to
true
. By default, this option is
set to
false
, and forms are not displayed in full-screen
mode. Note that the User service contains an option to open the
document associated with a task in full screen mode. This enables
you to control the display on a per-process basis.
-
client_routes_formViewOnly:
-
When set to
True
, routes are not displayed
in card view or list view in Workspace. The default value is
False
,
meaning that the routes are displayed in card view and list view.
Other settings
-
client_mimeTypes_openOutsideBrowser:
-
The MIME type of documents that will open outside of the
Workspace browser instance. If your organization’s processes require
an additional MIME type, specify it here. The default values are:
-
client_customUI_caching:
-
Caches a custom task user interface.
-
server_debugLevel:
-
Do not change this setting.
-
client_pollingInterval:
-
Sets the polling interval (in seconds) used on the (Deprecated
for AEM forms on JEE) Flex Workspace to detect new and modified tasks.
The default is 3 seconds. This does not work for HTML Workspace.
-
client_systemContext_name:
-
Specify a custom name (e.g. Citizen) to display in the
Added
By
field (in the
Attachments
tab)
for the attachments of a task in HTML Workspace.
To define
the custom name:
<client_systemContext_name>[custom name to display]</client_systemContext_name>
Note:
For
the Demo application, the default display name is
Citizen
.
For a custom application that you create, the default display name
is
System Context Account
.
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