In this article, we'll take a look at some useful features within the Admin Center that make the admin's life easier. Think of:
- easy search for a particular table or value in a table.
- Importing data from another system.
- splitting or merging central tables.
Search
In the 'Tables' section in the Admin Center, you will find the 'Search' button at the top right.
The search goes as follows:
- Click the Search button.
- Enter your keyword and click the "Search" button.
- The 'Tables' box shifts to the left and a 'Search results' box appears on the right with the items found.
- Double-click on a found item and the table will open at the bottom of the screen and the chosen item will be displayed.
Move/copy table content to another table
Fortunately, the design of the Engage Process Platform is not something that is set in stone, which means that it can be customisable.
What we see a lot with customers is that central tables eventually become very large, which creates the need to divide this table into several smaller central tables. The reverse also occurs. In that case, the tables are simplified, so that there is a need to merge the smaller tables into one larger table. In all these cases, of course, you want the references to the tables to remain intact.
It can also happen that certain values can occur in more than one table and then it is nice that it does not become a manual retyping job.
For all of these scenarios, the "Move/Copy Items" button can be used. You can find it in the 'Tables' section in the Admin Center and specifically in the top right corner of the 'Tables' box.
Move
Moving table values can be done between tables within the same table type, but also to tables of other table types provided that they match in terms of columns.
Moving is done as follows:
- In the "Table types" box, click the table type where the table is located.
- In the "Tables" box, click the table whose items you want to move.
- Click the "Move/Copy Items" button and select the "Move Items" option.
- Select the items you want to move and press <Agree>.
In the window that appears, you will find a drop-down field containing all possible tables that the information can be moved to. If tables of another table type are also suitable, the name of the table is preceded by the name of the table type separated by a period.
- Select the table where you want to move the selected items and press <Agree>.
There may be a warning that the table to which the items are moved is not linked to one or more projects that do have the source table linked. If necessary, first link the source table to the project or projects in the Engage Process Modeler (tab 'Tables' and button 'Get table'). Click "No" on the Admin Center alert and repeat the steps above.
- Moving table parts can have major consequences if not done correctly. A control question will therefore appear to ask if you are sure you want to continue. Check the box if you're sure and press the button <Yes>.
The selected table components have been removed from the destination table and placed in the source table, whereby existing references have been retained provided that both tables appear in the project or projects.
Copy
Copying table values can be done between tables within the same table type, but also to tables of other table types provided they match in terms of columns.
Copying is done as follows:
- In the "Table types" box, click the table type where the table is located whose items you want to copy.
- In the "Tables" box, click the table whose items you want to move.
- Click the "Move/Copy Items" button and select the "Copy Items" option.
- Select the items you want to copy and press <Agree>.
In the window that appears, you will find a drop-down field containing all possible tables that can be copied to. If tables of another table type are also suitable, the name of the table is preceded by the name of the table type separated by a period.
- Select the table you want to copy the selected items to and press <Agree>.
The selected table items have been copied into the source table. References to these parts in the source table continue to refer to the parts in the source table.
Use Role Table for the Owner and Manager fields
In the Engage Process Modeler, you can specify a process owner (field: 'Owner') and process manager (field: 'Administrator') at process level (see screenshot below).
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The default behaviour of these fields is that you type in a value, or that you can choose from the list of users, as can be found in the Admin Center under the 'Users & groups' section.
Alternatively, you can choose to select a value for these fields from one or more central role tables. Below are the steps to make that happen:
- In the Admin Center, go to the "Tables" section and click on the "Roles" table type in the "Table types" box.
- Select the role table to be used to indicate the process owner and/or process manager.
- Click on the 'Change availability table' button.
- Check the box to which you want to link the role table and press <Agree>. A text appears after the table name which indicates where the role table is used.
- Repeat the above steps for any other role table you want to link to the 'Owner' and/or 'Manager' fields.
Import
Within the Engage Process Admin Center, it is possible to import certain data. This simplifies the setup of the environment and enables the exchange of data from other systems or environments of other customers of Engage Process.
Table types and tables
- Table types (incl. tables):
o Go to the "Tables" section in the Admin Centre and click on the "Import" button in the "Table types" box.
o Select the import file with EMTZ as file format.
o Click on 'Open'.
The table type is added including existing tables with their contents.
- Tables:
o Go to the "Tables" section in the Admin Centre.
o Select the table type in the 'Table types' box where the table should be imported.
o If you want to supplement an existing table with the data from the import file, select the table into which you want to import the data.
o Click on the 'Import' button in the 'Tables' box.
o Select the import file with CSV as file format.
o Click on 'Open'.
o Click the New Table button to create a new table with the data from the import file, or the Update button to update the selected file with the data from the import file.
Please note! When updating a table, it is possible that the application comes up with additional questions regarding the import. Example: if the table in the Admin Centre contains a component that is not in the import file, you can choose to remove or keep these components.
Please note! Some import files must be structured in a specific way. In our Sample Library you will find templates for the various import files (available in 4th quarter '24). In the meantime, please contact us via email at support@engageprocess.com or call us at +31 (0)20 530 7280.
Users & groups
In some cases, it is useful to create a (large) group of users at once (e.g. when implementing Single Sign On) or to modify existing users in the Admin Centre (e.g. to change the structure of the 'Display name'). Below is an explanation of how this works.
- Import: for adding users quickly and easily.
o In the Admin Centre, click on the "Users & Groups" section at the top of the "Import CSV" button.
o Select the import file of the CSV file format.
o Click on 'Open'.
o A window will appear where you can enter the initial password and language for any new users present.
o Click <Ready>.
The new users are imported. You may see a message that certain users haven't been imported because they already exist in the Admin Centre.
- Sync: for adding, modifying and/or removing users.
o In the Admin Centre, click on the "Users & Groups" section at the top on the "Sync with CSV" button.
o Select the synchronisation file of the CSV file format.
o Click on 'Open'.
o A window will appear where you can enter the initial password and language for any new users present.
o Click <Ready>.
The users and groups are synchronized. You may see a message about whether or not certain users should be removed because they are not in the sync file.
Export
Some content within the Engage Process Platform can be exported to a file. This enables the exchange of data with other applications and environments of other customers of Engage Process.
Table types and tables
You can export all tables of content to a single file or just the contents of a single table at once.
To export all tables of a table type, follow these steps:
- In the Admin Centre, click the "Tables" section, and in the "Table types" box, click the table type for which you want to export all tables.
- Click the "Export" button in the "Table types" box.
- Choose the file format of the export file. You can choose from:
o Export file (EMTZ file): for exchanging data to the environment of another customer of Engage Process. This option has been specially developed so that you don't have to reinvent the wheel every time, but to be able to make use of the knowledge and experience of another (comparable) organisation.
o CSV file: for exchanging data to another system, among other things.
- Click the <Next>button.
If you have chosen CSV file, the export file will be created and you will find it in the 'Downloads' folder of your internet browser.
If you have chosen the Engage Process export file, a window will appear in which you can choose which table types and tables you want to export. Here's how:
- Check the table types and tables you want to export and press <Agree>.
The export file (EMTZ file) is created and can be found in the 'Downloads' folder of your internet browser.
Users & groups
The contents of the Users & Groups section within the Admin Centre can be exported to an Excel or CSV file. These files can serve as a backup for major changes that need to be made to users and groups or when organisations move from two or more separate Engage Process environments to one shared Engage Process environment.
Exporting is done as follows:
- In the Admin Centre, click on the "Users & Groups" section and click on the button at the top:
o Excel reporting to export the data to an Excel file.
o CSV Export to export the data to a CSV file.
The export file is created and can be found in the 'Downloads' folder of your internet browser.