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SourceCode Technology Holdings Inc All Rights Reserved K2 Process Portals and K2 Web Parts LABS This document contains the step by step instructions to complete the demonstrations and lab exercises for the learning module 200 CPH K2 Process Portals and K2 Web Parts Contents Virtual Environment Prerequisites 3 LAB 1 Creating and configuring a K2 Process Portal site 4 LAB 2 Using a process portal site to manage process instances and run reports 8 LAB 2 Part 1 Create a new process schedule 8 LAB 2 Part 2 Run Reports for a process 10 LAB 2 Part 3 Troubleshooting and repairing processes in Error status 13 LAB 3 Managing processes in a process portal site 16 LAB 3 Part 1 Override task assignment using the Management Worklist 16 LAB 3 Part 2 Set permissions on a process 17 LAB 3 Part 3 Revert a process to a previous version and change the security credentials for a step of the process 18 LAB 3 Part 4 Delete a process schedule 20 LAB 4 Administering a K2 server using the process portal 21 LAB 4 Part 1 Manage server level permissions for a K2 environment 21 LAB 4 Part 2 Set out of office status for a user 23 LAB 4 Part 3 Check the current licensing status of the K2 environment 24 LAB 5 Adding and configuring the K2 Worklist Web Part 25 200 CPH Version 1 Revision 5 200 CPH K2 Process Portals and K2 Web Parts LABS Virtual Environment Prerequisites SourceCode Technology Holdings Inc All Rights Reserved Page 2 Conventions The following table documents the conventions used throughout this module Convention Description Bold Text With Border Represents commands controls items menus options parameters and file and folder paths For example in an instruction to click on the OK button look for a control on the page with OK as its name When you see text represented like this you should see a control window or field on the user interface with the same name Fixed pitch font Represents text or code that must be entered exactly as shown When you see text represented in this style you should be typing this text into a textbox control code window or other UI component Italic text in Square Brackets Represents variables or values to be selected from the K2 Context browser Fixed pitch italic font Represents additional instructions explanations or a description of expected behavior in Demonstrations and Lab Exercises Represents a key to be pressed on the keyboard For example represents the Control key on the keyboard Represents a best practice Best practices are the recommended approach or guidance for specific scenarios When you see the Best Practice icon consider how this practice impacts your requirements or how you can implement this practice in your environment Represents important information Important information is highlighted in order to draw attention to a key piece of information and typically serves as a warning or point you should bear in mind when using the K2 platform in your K2 solutions Represents a note Notes explain a topic or provide additional information and can provide a summary or explanatory point about a topic Explains a concept or a provides an explanation for a step in an exercise Represents a hint tip or available tools and resources that can help you during the design and development cycles of a K2 solution Denotes technical information This information is not vital in terms of meeting the goals of the learning module but may be of interest to technical users Estimated time to complete a task step or exercise The information contained in this document and its associated resources including uniform resource locators and identifiers is subject to change without notice Unless explicitly stated otherwise the people organizations companies places domain names e mail addresses products logos and events depicted are fictitious and no association with any actual people organizations companies places domain names e mail addresses products logos and events is intended or should be inferred under any circumstance SourceCode may have patents patent applications trademarks copyrights and or other intellectual property rights covering all or part of the subject matter in this document and its associated resources Except as expressly permitted by license agreement with SourceCode Technology Holdings Inc the furnishing of this document and associated resources does not grant any license whatsoever to these patents trademarks copyrights and or other intellectual property This document and its associated resources are the sole property of SourceCode Technology Holdings Inc and SourceCode reserves all rights related to the information contained herein Without limiting rights under copyright no part of this document or its associated resources may be reproduced stored or introduced into a retrieval system or transmitted in any form or by any means without the prior written consent of SourceCode Technology Holdings Inc Copyright 2011 2013 SourceCode Technology Holdings Inc All rights reserved SourceCode software products are protected by one or more U S Patents Other patents pending SourceCode K2 K2 blackpearl K2 blackpoint K2 connect the four squares logo and K2 logotype are registered trademarks or trademarks of SourceCode Technology Holdings Inc in the United States and or other countries The names of actual companies and products mentioned herein may be the trademarks of their respective owners Questions Comments or Feedback about this training module Please E mail learning with your comments or feedback We appreciate any feedback that helps us to improve the quality of our learning material 200 CPH K2 Process Portals and K2 Web Parts LABS Virtual Environment Prerequisites SourceCode Technology Holdings Inc All Rights Reserved Page 3 Virtual Environment Prerequisites This learning module has prerequisites which need to be configured to support the lab exercises Follow the instructions below to set up the prerequisites for this learning module This script should be executed in the Virtual Server environment which accompanies this learning module Step Instructions Step 1 Install the prerequisites for this training module in the Virtual Server environment A script is provided that will create all the prerequisites for this module Tasks Log on to the virtual environment with the following credentials 1 Username Denallix Administrator Password K2pass Copy the file K2 Learning 200 CPH exe provided with this learning module to any 2 location in the Virtual Server environment You may download the exe file from the K2 Learning Module Installers Download shortcut on the VPC desktop or directly from the following URL ftp K2LearningInstallers k2learning Learning 200 CPH exe Ask your instructor for help if needed Double click the file K2 Learning 200 CPH exe to start the extract process You 3 should extract the files to C K2 Learning this value should be set correctly by default After the extract process has completed double click the file 4 C K2 Learning 200 CPH Setup SetupPreRequisites bat to install and deploy the prerequisites for this training module Once you see the success message Completed setting up prerequisites for 5 learning module close the command window 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 1 Creating and configuring a K2 Process Portal site SourceCode Technology Holdings Inc All Rights Reserved Page 4 LAB 1 Creating and configuring a K2 Process Portal site Objective In this exercise you will learn how to create a new site based on the K2 process portal and how to use the Setting page to add processes to the process portal site Duration This lab should take around 5 minutes to complete Context The Organization wants to create a process portal site to report on and manage on selected processes which have already been deployed to the environment For the purposes of this exercise we will want the workflow K2Learning 200CPH Process Error Management added to the process portal site along with some other workflows it doesn t matter which other workflows are added to the process portal site The new process portal site should be created as a subsite called 200 CPHProcessPortal and should be created inside the existing K2Learning SharePoint site located at Step Instructions LAB 1 Creating and configuring a K2 Process Portal site In this exercise you will create a new K2 Process Portal site and use the site settings to select the processes that will be displayed on the new process portal site 5 minutes 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 1 Creating and configuring a K2 Process Portal site SourceCode Technology Holdings Inc All Rights Reserved Page 5 Step Instructions Step 1 Install the prerequisites A script is provided that will create the initial SharePoint site for this training module Tasks Log on to the K2 virtual environment as Administrator 1 Username Denallix administrator Password K2pass If you haven t done so already install the prerequisites for this learning module by 2 following the instructions at the start of this learning module under the heading Virtual Environment Prerequisites Step 2 Create a new site based on the Process Portal Site template Here you are creating a new site in SharePoint using the K2 Process Portal site site template Tasks 1 Open Internet Explorer as the Denallix Administrator user and browse to the K2 learning site 2 Use Site Settings to create a new site with the following properties Site Template K2 Process Portal Site Name 200 CPH Process Portal URL 200 CPHProcessPortal Walkthrough Open Internet Explorer and browse to the K2 learning site located at a On the Left hand top corner of the SharePoint site click on Site Actions and select b New Site In the Create screen select K2 Process portal Site from the list of available c templates 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 1 Creating and configuring a K2 Process Portal site SourceCode Technology Holdings Inc All Rights Reserved Page 6 Step Instructions Enter d 200 CPH Process Portal as the site name Enter e 200 CPHProcessPortal as the site URL Click on the Create button to create the new site and wait for the Processing f screen to complete You will be directed to the new process portal site once it is created Note that there are no processes displayed and that the web parts recommend that you open the settings page to add processes to the process portal We will do that in the next step Step 3 Add the required workflows to the new process portal site You must add deployed workflows to the process portal site before any information will be displayed Note that the workflow names are in the format project name workflow name Tasks Click on the Settings link at the bottom left hand corner of the new SharePoint process 1 portal site you just created Add the some processes to the new process portal site Make sure to select the 2 K2Learning 200CPH Process Error Management and K2Learning 200CPH Workflow Reporting Sample 3 processes along with some other workflows it doesn t matter which other workflows you select but try to choose workflows that have some instances for reporting data Walkthrough Locate the Settings link the new process portal site s Quick Launch toolbar and click a it to go to the Settings page Once the Settings page has loaded click on the Show All link to display a list of all b the processes deployed to the K2 environment Note the list of available workflows will differ depending on the virtual server 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 1 Creating and configuring a K2 Process Portal site SourceCode Technology Holdings Inc All Rights Reserved Page 7 Step Instructions environment you are using We suggest the following workflows if they exist in your environment From the list of available processes locate and select the following process by clicking c the checkbox next to the process name K2Learning 200CPH Process Error Management and K2Learning 200CPH Workflow Reporting Sample Select a few other workflows as well it doesn t matter which ones just choose 4 or 5 of the available workflows to add them to the process portal site We suggest the following workflows if they exist in your environment If they don t select any other available workflows Sales Denallix new customers Customer onboarding Forms Denallix leave request approval Finance Denallix Expense Claims Denallix Expense Approval Click on the OK button to apply your changes The Processing screen will display d for a few seconds and then the process portal site should be displayed with some additional information for each of the processes you just selected We will discuss and practice using the process portal site in the next few exercises of this module It is recommended to follow a structured naming convention for K2 projects and processes so that it is easy to find and report on processes You may also want to create separate process portal sites for the different divisions in your organization Lab 1 complete You have successfully created a new process portal site Leave Internet Explorer open since we will use it again in the next exercise 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 2 Using a process portal site to manage process instances and run reports SourceCode Technology Holdings Inc All Rights Reserved Page 8 LAB 2 Using a process portal site to manage process instances and run reports Objective In this exercise you will learn how to start schedule and repair process instances using the Instance Management component of a process portal You will also learn how to use the Reports component to run workflow reports Duration This lab has 3 parts and should take around 15 minutes to complete 1 Create a new process schedule 2 Run reports against a process 3 Troubleshoot and repair a process in error state Context In this particular example you will create a new process schedule for a specific process to start some instances of the process You will then use the Error Repair function to repair instances of this process that have gone into Error state You will also simulate how users may run reports against K2 processes Specifically you will use the process instances report to troubleshoot a process that has gone into error state and you will use the Activity Statistics and User Performance reports to understand potential bottlenecks in process designs LAB 2 Part 1 Create a new process schedule Step Instructions LAB 2 Using a K2 Process Portal site to manage process instances and run reports In this lab you will start schedule and repair process instances using the Instance Management component of a process portal You will also use the Reports component to run workflow reports 15 minutes 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 2 Using a process portal site to manage process instances and run reports SourceCode Technology Holdings Inc All Rights Reserved Page 9 Step Instructions Step 1 Create a new process schedule for a specific process Process Schedules can be used to start instances of a workflow automatically without any human intervention required We will leave the schedule running in the background and then come back to the processes instances in parts 2 and 3 of this lab Tasks 1 Use the Instance Management link to create a new process schedule that starts the K2Learning 200CPH Process Error Management workflow with the following settings Name 200 CPH Sample Process Schedule Description This is a sample of a process schedule Enabled Checked Process K2Learning 200CPH Process Error Management Folio Use Date should be checked Start Synchronously Unchecked Data XML Fields Leave the default values unchanged Recurrence Pattern Interval Recurrence Settings Every 1 minute Recurrence Range End After 5 occurrences Make sure to enter End After 5 occurrences since we do not want this process to start every minute forever Walkthrough Click on the Instance Management link in the top left hand corner of the Quick a Launch bar of the new process portal site you created in the previous lab Click on the Actions item and then select Schedule New to create a new process b schedule On the Add Schedules screen use the following table to define the new process c schedule settings Name 200 CPH Sample Process Schedule Description This is a sample of a process schedule Enabled Checked Process K2Learning 200CPH Process Error Management Folio Use Date should be checked Start Synchronously Unchecked Data XML Fields Leave the default values unchanged Recurrence Pattern Interval Recurrence Settings Every 1 minute Recurrence Range End After 5 occurrences 200 CPH K2 Process Portals and K2 Web Parts LABS LAB 2 Using a process portal site to manage process instances and run reports SourceCode Technology Holdings Inc All Rights Reserved Page 10 Step Instructions Click OK to save the new process schedule d Part 1 complete You have scheduled workflows to start at certain intervals LAB 2 Part 2 Run Reports for a process Step Instructions Step 1 Run the Activity Statistics report for a process Let s see if there is a bottleneck in the Expense Claim Approval workflow Tasks Use the Process Information report to compare the processes in the portal to each other 1 Select one of the workflows with completed instances for the next step Run the Activity Statistics report for the process identified in the previous step you can 2 also use the workflow 200CPH Workflow Reporting sample if you need to Run the report for the last year to see if any particular step in the process is causing a bottleneck Use the following configuration settings when running the report Process Version Select the last latest version from the drop down menu Date Range Previous and Current Year Options Exclude Server Events checked Status Completed Value Type Average Duration Chart Type Column Depending on the number of instances in your environment you may or may not see a difference between the user activities average durations for the selected time range A large difference may indicate that one of the steps i

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