Chapter I

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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Chapter I
Hardware requirements
The minimum requirements for eFlow are :

Server minimum requirements:
o
Less than 50 users in a virtual machine

2 Gb Ram. Pentium Core Duo.

Virtual Machine 512 Mb Ram.
o
Under 100 users.

Core Duo > a 1GHz.

1 Gb RAM

2 SATA Hard Drives, 7200 revolutions. 40GB.
o
Up to 400 users

Dual Core > 2 GHz.

2 Gb GB RAM

3 SATA Hard Drives 40 GB.

Install / on Drive 1, /home on Drive 2, Database on Drive 3
o
1,000 users or above

4 processors.

8 GB RAM

3 SCSI Hard Drives

Install / on Drive 1, /home on Drive 2, Database on Drive 3

Activate mode_perl

PostgreSQL 8.1 Recommended > 8.2.5

TCP/IP Network.

Internet Explorer versión 5.0 FireFox 2.0
Sugested hardware is a reference only experience and load of your processes will tell

you if it is necessary to increase this recommendations. Inclusive to separate

processes in different servers could be necessary if your have excessive concurrence.
Additional requirements you might need :

Access to other servers.

Clients to connect to other databases.

Additional Perl Libraries

To connect to proprietary databases that do not work with a client server

architecture. You may use an ODBC Bridge. Or use in small projects DBFTP.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Software requirements

Install devel packages for perl, postgresql, apache

Apache Server 2.0

Package Curses

Jed (recommended not required)

Midnight Commander (recommended not required)

Perl 5.8.0, and libraries :
o
Bit-Vector
o
Carp-Clan
o
Crypt-CBC
o
Crypt-Blowfish
o
Date-Calc
o
DBI-1.53
o
Digest-MD5
o
Filter
o
IO-stringy
o
IO-Tee
o
libnet
o
libwww-perl
o
Mail-Sender
o
Mail-Sendmail
o
MailTools
o
MD5
o
MIME-Base64
o
MIME-tools
o
Net-IP-Match
o
Net-Netmask
o
SQL-Statement
o
String-Random
o
URI
o
Perl-Curses
o
DBD::Pg

PostgresQL 8.1 (Better > 8.2.5)

eFlow
o
eFlow
o
Pg_VB.pm
o
cgi-lib.pl
o
Eflow (Installed under a perl Library Path)
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Chapter II
Before beginning the installation
The Linux installation is not covered in this manual, but a few advices are

included.
1.
If you plan to use eflow with a volume of 100 users or more, we do not

recommend the use of RAID (neither hardware or software). If you are

concerned with data security, installing 3 hard drives with the distribution

Drive 1 for /, Drive 2 /home, Drive 3 Database. You may backup eflow

programs in Drive 3, and Database in Drive 2. periodically.
2.
Partitions : Never give a (root) “/” partition less than
10 Gb
3.
Include all devel packages for Apache, PostgreSQL, and perl. Curses and

Perl-curses
IMPORTANT
:
The following basic packages must be selected at the installation time
1.
gcc, glib, libc
2.
make, gmake
3.
perl, perl-devel
4.
curses
Plus
1.
Apache 2 con mod_ssl (mod_perl opcional)
2.
Apache-devel
3.
PostgreSQL, 8 o superior
4.
Potgresql-devel
5.
DBD::Pg
About the database :
If you have created your own cluster, the cluster have dates configured in

standard iso in postgresql.conf
datestyle = 'iso, ???';
Internally eflow works and expects all dates to be in the format yyyy-mm-dd
The installation instructions are located in the INSTALL tar file.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Once the installer finishes open a web browser and connect o the localhost or to

your eflow site domain.
Http://localhost
or
http://midominio
or
http://server

ip


If the login window appears then your installation was succesfull.
The services that should be running now are :
1.
Apache (httpd)
2.
Postgresql (postmaster)
You may locate them by typing the command : ps xa
2828 ? S 0:00 /usr/sbin/apache2 (or)
2829 ? S 0:00 /usr/sbin/httpd
1666 ? S 0:00 /usr/lib/postgresql/8.4/bin/postgres -D /ruta a DB
If any of these services are not running, check the log files to detect any errors

that might lead you to the solution.
The logs that you need to check are :
/var/log/postgresql
/var/log/httpd
/var/log/apache
/home/eflowweb/logs/error_log
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
After installation checks
Try to login with your admin user and the password that you set during the

installation. If everything is correct you should see the main menu and eFlow

logo.
You may have warnings about invalid certificate, if you are using the certificates

created during the installation procedure. This is normal and can be avoided if

at the login screen you click on the link “Install Certificate”. Read the End Users

Manual to see the complete procedure for this task.
If during the installation process auth_tkt installed successfully. You will have

the additional option to protect the documents directories. To confirm the

proper operation. Select the menu "Admin" then click on "Design". Select the

line "Directory Protection". You should see a link that says "Enable". Do not click

on it yet.
Open another browser window and type the following URL :
http://sudominio/docs/garantia.htm
You should see a warranties template.
Go back to the enable Directory Protection page, and now click to Activate. After

a warning indicating that auth_ticket must be installed and working click on

“Accept”
Now go back to the window where the warranty is displayed and reload the

page. You should not be allowed to see the page any more.
Exit eFlow and log back again.
Reload the warranty page. And this time you should be able to see it again.
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Flow
Administrator Manual
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If the previous example did not work correctly, it means something is not fully

installed.
GO back again to “Menu” > “Style”, And inactivate “Directory Protection”
What can I do to fix mod_auth_tkt
1.
Reinstall auth_tkt manually and verify no errors are reported during this

procedure.
1.
Go to /home/eflow/Programas/Apache
2.
Unpack auth_tkt and read INSTALL
3.
Install and configure Auth Ticket
2.
Make sure the modules are loaded by Apache.
1.
Verify that the the file to load Apache modules has a line like this:
Load auth_mod_tkt.load
2.
Restart Apache
3.
sure the password configured in apache conf file and the one in the

perl_path/Eflow/auth_tkt.pm file are the same. Or fix if there are different.
4.
Active the protection again and verify.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Chapter III
Grant access to designer.
To access the designer the user has to belong to a group that has the Designer

bit on. The admin user has originally both permissions : admin and designer.

You may create users that are admin, designer or both privileges.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Eflow administration
Users with the admin bit on have access to an additional menu “Admin”.
Users
: Users an Job Positions administration.
Folios
: Allow some basic administration for folios like :

reassign to different positions, move to a different station,

or reactive finished ones.
Reset
. This option lets you reset a process to 0

documents in the queues, and reset the counter to 1.
Date / Time
: Configure non labor days, working hours,

etc.
Design
: Allows you to change among the predefined

color styles for eFlow and other design functionalities.
Backup now
: Create the packages in the back_up

directory so you may burn them to CDs or transfer to

another server.
Updates
: Install updates manually, and configure

automatic updates.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Reset.
This options lets you reset any process. This means to delete all the folios in

transit, reset counters to 1 so the process is empty.
IMPORTANT
:
This functionality does not clean up any tables you have created for your

own processes. In this case you must add your personal clean up

routines in the script delete_all_folios.cgi. At the end of the script, in the

subroutine “my_clean_up”.
For security, the program will not let you reset a process with more than

20 folios in the process. To skip this constrain or raise the number you

must edit the script : delete_all_folios.cgi.
When you enter this option a javascript warning will tell you to be careful :
This is the only and last warning you will see. After this if you decide to reset a

processes there will be no more confirmations.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
A brief example
Select a group of processes, select a process, and click in button “Reset

Process”
Final Message
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Users administration.
This module is shared with the designer. The full detail of options is explained in

the “Users Manual”. Now we will mention only the must common tasks need it in

a daily basis.
Clean connections.
In some occasions a user will exit abruptly from the system (electricity is failure,

the computer froze, etc.) so the session remains open.
After a few of events like this during the day, a user might end up with a

message saying : “Too many connections”. To free the connections (or reset the

counter to 0). Click on the “key” icon.
To minimize this situations train the users to always exit using the “Exit” link

on the menu and have configured their browsers to allow pop up windows.
Reset a password.
If a user forgets its password, the only way to recover it is to reset the

password. This means that the password is set to the accounts name. This way

when he/she logins again, a password change will be requested to continue. In

this case the users selects again a new password.
To reset a password click on the “Lock” icon.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Folios
The options available in this module are : Reassign a job to a different job

position, Reassign the folio to a different station, or to reactivate a folio that has

been already finished.
The first combo, lets you select the action you want to take
Next you must select the process to work on.
Next an option to select options to select job positions to move “From” “To”.

And an “Optimized” option. This las selection lets you reassign all the folios

belonging to user “From” among all his coworkers evenly.
To select users, click on the “user” icon. Search and select the user from the

form.
After selecting a user and destination, you can click on the button “View Folios”,

to list all the folios assigned to user “From”.
IMPORTANT
Have in mind that not all folios are located in the same station, some

may be in different ones, and the user you wish to assign the folio

may not participate in a given station.
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Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Finally from the list you can choose “All” or several folios to move. The column

station will guide you to know where the folios are located, and to determine

who should be the best person to assign the documents.
If you select the option move folios “From” “To”. The form changes to a

selection of available stations.
The listing will show an option to let you choose among a list of users. Select the

user you wish to assign the folio after is being moved.
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e
Flow
Administrator Manual
Mar 9, 2010
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If your selection was to Reactivate a finished folio
The form will be like this
You must write the folio number to recover, select a station to insert the folio,

and the user that should receive the document.
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Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Date and Time
This allows you to select the non working days of the calendar year. Days must

be entered in the corresponding month and separated by commas. You must

select if Saturdays and Sundays are working days or not. Write the amount of

work hours per day and if the system should consider working days or full

calendar days to do some of its calculations when it has to calculate due dates

for jobs assigned.
There is a Library : Li2.pm in the Eflow directory, located in the perls library

path. This Library has programmed the calculation of holly week holidays and

some moving dates for Mexico's calendar. You must adequate this library to

handle your local calendar events.
http://eflow.mx

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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Design
This window lets you select among an installed color themes. You can chose any

of 4 color combinations, or create your own, by editing the cascading style

sheets in the path /css.
These are examples of the color themes existing with the original installation.
Blue
Green
Gold
Silver
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Back up now
This option creates compressed tar files under the directory

/home/eflow/back_up. Or the location where you have programmed the back

ups to go.
Periodically, the cron job “back_up.pl” will back up the information, following

this original rules :
Database : Daily at 4:00 AM
Code on Saturdays at : 4:00 AM
Important
The installation script, only back ups the following paths:
/home/eflow/cron
/home/eflowweb/cgi-bin
/home/eflowweb/modperl
/home/eflowweb/html
/home/eflow/cron
PERL_LIB_PATH/Eflow
If you want to back up your own developments, always use any of those paths

to store your code and data. Or edit back_up.pl, to include your additional

paths to be saved.
“Otherwise your data will be lost in case of a catastrophic server

failure”
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Reports
Bottle neck
This report will display the speed at which the folios move through the process

pipeline and with this information report the overall bottle neck of the process :
The explanation for every data in the table is explained at the bottom of the

report.
If you need to reset a specific stations history data to recalculate you can click

on the Delete icon.
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Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Search
This tool is intended to help users find the folios they have created, or in general

to any allowed user to locate folios in the processes.
You may search for :
Folio Number
Date range
User
Or by process
Assigned
Folios assigned to a user
Status
Finished or active
Max rows
Limits the number of rows displayed by the search.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
If you only select a process and click on “Search”, a new form will be presented

to let you find folios by searching on the fields from the associated electronic

document. The available fields to search were selected at the design time by

enabling the option “Allow Search”.
The search field will be shown as follows.
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Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Write any data in the corresponding fields to search for that criteria. In string

fields the use of “*” is allowed.
If you click in e folio number, a complete history of that folio, will be displayed.
Configuration
The last menu item “Configuration”. Lets you set a new password for your user.

Change your notifications email and set a new digital signature.
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Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Special reports
Eflow reports are generic ones, target to inform about process performance and

find information in the system.
To develop especial reports that go beyond this, as well develop small

maintenance routines for your processes you will have to program your own

scripts and grant your users access to them.
To collect all this reports and administration tools do the following.
1.
Reports should be located in the path “cgi-bin/eflow_reports/”.

Administration tools that you design to control your processes in “cgi-
bin/eflow_admin/”. Under this paths there is a menu.cgi sript, do not

remove it.
2.
Create subdirectories under this paths to accommodate your scripts in

groups. The name used on the subdirectories will be the names

displayed in the eFlow interface later. “Do not uses spaces”, the “_” is

replaces by spaces in the menu script.
So a structure could be this :
cgi-bin/eflow_reports/
buys/
managers/
programa.cgi
consultants/
programa.cgi
payments/
managers/
consultants/
programa.cgi
3.
Give the correct permissions to subdirectories and scripts.
chmod 755 name
If the name of the script ends with _x.cgi, this script will be available to all users

regardless of the permissions. This is an easy way to set up public reports or

administration tools.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
4.
To gran access to users to see this reports or administration tools, you

must assign those users to the group “Process owner” or any group with

the bit “Process Manager” set. (This does not apply for scripts that end

with a termination _x, as explained earlier)
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
5.
All users have the menus available but only users
6.
When you click on the Company or Administration Links, you will see a

form like this
Directories look like blue entries with a “+” sign indicating to expand.

Executables scripts are shown in green.
1.
To grant access
: Click on the option “Grant Access”, and then click

on the program or directory. This will lead you to a list of users that

are allowed to see this option. At the beginning all lists are empty.
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e
Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
Click on the link “Add” and the procedure will list all users that have

the Process Manager bit on. Click on the “A” Link to add those users

to the list of allowed users.
2.
Edit description
: we want program names to be short, but the

description of the program longer so it explains what this script will

do. To do so edit the program “lable” that will be shown in the form.

Click on the “Edit description” checkbox, and select the program or

directory to edit the description.
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Flow
Administrator Manual
Mar 9, 2010
Version 3.0.0
7.
When the check boxes are not active, clicking on the names in the select

box either expand a directory or open a new window to let you interact

with the script.
Summary :
Users mus have “Process Manger” bits on to access this reports or

administration tools.
Programs that end with _x.cgi , will be available to all users.
You have to grant permissions to directories and scripts per user.
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