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New Feature: Discover the Customizable Sidebar Menu

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Published by

Rafaela Cardarello

Content writer

Sharing Qflow strategies to help organizations optimize their processes.
Article content Hide
  1. 1. Benefits of Customization
  2. 2. Main Features
  3. 3. Menu Elements
    1. 3.1. Folders
    2. 3.2. Links
  4. 4. How to Implement It?
    1. 4.1. Importing and Exporting Sidebar Menu Configuration
  5. 5. Use Case
    1. 5.1. Student Self-Management
    2. 5.2. Faculty
  6. 6. Conclusion

With the release of Qflow 5.5, the BPM management tool aims to enhance user experience by taking customization to the next level with the new sidebar menu customization feature in Qflow Task.

In this article, we will explore the implementation of this new feature and its main uses to boost your organization’s efficiency.

Benefits of Customization

Prior to the latest release, the Qflow Task sidebar menu offered a series of preset options. Until then, tool customization was limited to highlighting custom views to appear in the sidebar under the “views” tab. The same applied to graphs, indicators, and dashboards. It was also possible to create a folder named “Links” to set up quick access to external or internal sites within the tool.

Now, with Qflow 5.5, you can fully customize the sidebar menu, except for the search bar. This new functionality allows you to create, modify, and delete items in the sidebar menu, enjoying significant benefits such as:

  • Simplifying Access to Frequent Tasks and Processes: Not only can you select which folders and links to see in your sidebar menu, but you can also easily change their order by dragging each item to the desired location.
  • Designing a Menu for Each Role in Your Organization: It is possible to specify that certain menu options only appear for specific roles, enabling a personalized experience based on the user’s role.
  • Creating Sub-links and Folders: The possibilities are endless! Sidebar menu customization allows creating nesting levels within each folder or link.
  • Sharing Your Menu Configuration: The configuration of links and folders in a sidebar menu can be exported to a file and then imported into other environments where Qflow is installed.

Main Features

The main features of this new functionality include:

  • Complete Customization: Users can adjust the sidebar menu according to their organization’s needs, defining which options are displayed and their arrangement. This includes creating nesting levels and setting a specific order.
  • Role-based Options: Certain menu options can be specified to appear only for specific roles, allowing for a personalized experience based on the user’s role.
  • Internal and External Links: Users can add links to important resources in any section of the menu. This can include links to pages within Qflow or external sites used by the organization, providing quick access to relevant information.
  • Custom Icons: Users can select custom icons for each menu option, facilitating visual identification and improving navigation within the platform.

Menu Elements

To configure the sidebar menu, two types of elements are available:

Folders

These are used to group links under a common criterion. Their configuration allows setting the following fields:

Name: The name displayed for the folder in the menu.

Description: A description of the folder.

Icon: The icon displayed for the folder in the menu. When typing in this field, a list of matching icons is shown, allowing the user to select one.

Restrict Access: If this option is checked, it allows specifying roles, users, or nodes that have permitted or restricted access to the folder. If no Qflow members are added to the list, no permissions are restricted. If at least one member is added, the list is used to determine who can view the folder.

A link is a URL to a new address. It can also be used as a grouper, similar to a folder, but containing a link itself. Thus, a link can contain folders and other links.

Qflow Team allows configuring two types of links: custom and of system. Both allow selecting the following common properties:

  • Description: A description of the link.
  • Icon: The icon displayed for the link in the menu, similar to folders.
  • Destination: Specifies where the link will open: in a new browser tab or the same tab the user is currently in.
  • Restrict Access: Similar to folders, links can restrict access to selected roles, users, or nodes.

Custom links represent links to external addresses chosen by the user, accessible with a click from Qflow Task. Specific properties of custom elements include:

  • Name: The name displayed in the menu for the item.
  • URL: The web address to which the item will navigate. This can be an absolute address (starting with “https://” or “http://”) or a relative address to the Qflow Task site.

System links, on the other hand, represent shortcuts to Qflow Task pages, such as the process initiation section or view list. Available options are shown in a dropdown list in the item configuration.

How to Implement It?

To configure your customized sidebar menu, access the tool icon in the top bar of Qflow Task. Select the first option: Customize Sidebar Menu.

In the configuration environment, you can create a link or folder by clicking the corresponding button. Qflow will add the new item to the tree of folders and links that make up your menu, naming it “New Link” or “New Folder” by default.

Icons at the top right of the links tree box allow operations such as deleting the selected link, adding a link, and adding a folder.

To view and modify the properties of a link or folder, select it in the tree.

To move it within the tree, hold down the mouse button and drag it to the desired location.

All changes must be saved by clicking the “Save” button; otherwise, the modifications will not be reflected in the sidebar menu.

Importing and Exporting Sidebar Menu Configuration

The new version of Qflow allows not only customizing the sidebar menu according to user needs but also exporting the configuration of links and folders to a file, which can be imported into another environment where Qflow is installed (e.g., from a development environment to a testing or production environment).

To export your menu, click the third icon at the top right of the links tree. A menu with two options will appear:

  • Export All: Exports the entire links tree.
  • Export Selection: Exports the selected folder or link and everything it contains (the subtree whose root is the selected folder or link).

If no link or folder is selected, only the “Export All” option is shown. Clicking either option downloads a file containing the links definition that can be imported into another environment.

To import a configuration file, click the import button, the last icon on the board, where you can select the file to import. If the file contains only part of the tree, its content will be imported into the selected link or

folder. If no link or folder is selected, the content is imported at the first level.

Use Case

Let’s look at the advantages of a customized sidebar menu in managing processes at an educational institution.

Student Self-Management

Consider a university where students navigate multiple processes throughout their academic careers: course and exam registration, result inquiries, scholarship applications, and certificate requests. These processes can be centrally managed through Qflow by customizing the students’ sidebar menu to facilitate their interaction with the tool.

First, the institution should create the “student” role in Qflow Team, assigning all enrolled students to this role. Once the role and necessary processes are set up, the folders in the sidebar menu can be restricted to the “student” role.

Example folders for this scenario might include:

  • Courses: This folder contains sub-links to processes related to courses, such as course registration forms and forms for canceling registration. Additionally, it can link to a view of the student’s current courses, allowing them to manage their enrollments.
  • Exams: Similarly, the exams folder can direct students to registration, cancellation, and control of their exam registrations.
  • Requests: This folder simplifies initiating processes for scholarship applications, diplomas, certificates, or other requests. Links in the sidebar menu can host more links, so the “certificate request” link can contain sub-links for requesting attendance certificates, exam completion certificates, and approval certificates, for instance.

Faculty

The same institution can benefit from a customized sidebar menu for the “faculty” role, with a structure and links different from those selected for students. Using the same folders, the faculty sidebar might include:

  • Courses: Faculty members do not need to register for courses, but they can link this folder to the “new course” process, where they can enter the course syllabus, class schedule, and evaluation guidelines for the administrative team to share with students. They could also access graphs showing the attendance rate for each course they teach.
  • Exams: Instead of registering for exams, faculty can use this folder to initiate the exam date selection process, setting the day and time for their evaluations for administrative validation against previously scheduled exams. Additionally, they can view registered students and approval rates.
  • Requests: Faculty requests might include employment certificate requests, vacation requests, submitting certificates to justify an unforeseen absence, or even selecting hours at the beginning of the academic year.

Similarly, there could be a customized sidebar menu for the administrative or management areas of the institution, each with its own folders and links.

Conclusion

Qflow’s customizable sidebar menu opens up a new range of possibilities to simplify process management within your organization, granting greater autonomy to collaborators and allowing better segmentation of the processes, graphs, and views each role can access.

Try Qflow 5.5 today and discover the advantages of customization!

Discover the power of process automation!
Try Qflow now and automate your business processes.
GET STARTED
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  1. 1.1. ITX S.A.- (hereinafter “URUDATA SOFTWARE”) is a company with large experience at regional level, providing quality solutions that make its customers more competitive and efficient.
  2. 1.2. It is the exclusive and sole owner of all intellectual property rights to the software called“Qflow Cloud” (hereinafter the “Software”), as well as all material related to it.
  3. 1.3. The “Software” is a web-based BPM (Business Process Management) tool that allows modeling company’s business processes and integrating people and information systems through a workflow. The whole operation of the tool oversees the client, whether it is modeling, execution and control of its processes.
  4. 1.4. This document establishes the terms and conditions that will be applicable to all “Clients” who use the “Software” in any way, under any of their contracting options.
  5. 1.5. The use of the “Software” implies full knowledge and acceptance of these terms and conditions, as well as the decisions that “URUDATA SOFTWARE” adopts according to law on any unforeseen issue, without prejudice to specific conditions that the parties could expressly agree and write.
  6. 1.6. The “Client” must make sure to read and understand the scope of this document and have the necessary legal capacity to contract, either on their own behalf or on behalf of a legal person.
  7. 1.7. “URUDATA SOFTWARE” does not guarantee that the “Software” works without interruptions, meets the expectations or functionalities that the “Client” requires. The “Software” is licensed “as it is”, according to the terms and conditions that are established, without providing any guarantee of utility or aptitude to achieve certain purposes, being the exclusive responsibility of the “Client” to know the scope, aptitudes and functionalities of the “Software”.

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  • “Software or Qflow Cloud”: Refers indistinctly to the computer system exclusively owned by “URUDATA SOFTWARE” that can only be used through an Internet connection.
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  2. 3.1.1. License of Use of the modules of the “Software” that the parties agree.
  3. 3.1.2. Data Hosting Services.
  4. 3.1.3. Versions Updates.
  5. 3.2. Support and Maintenance Services, as well as Training, are not included in these Terms & Conditions, and may be contracted independently by the “Client”. The rights and services will be provided under the terms, conditions and scope determined in these terms and conditions and in accordance with the specifications established in the subscription process, according to the various options that “URUDATA SOFTWARE” establishes.

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  11. 4.7.4. Transmit or add into the “Software” files that may damage devices or that contain material that is offensive or violates regulations.

5th Maintenance and Support

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    2. 5.2. The support and maintenance service implies responding to the “incidents” notified by the “Client” regarding anomalies detected in the use of the “Software” or lack of knowledge for its use. This does not imply in any way the customization of the “Software”, the advice or necessary modifications so that the “Software” is compatible or interconnected with “Systems” or “Hardware” of the “Client” and that are different from those established in the technical specifications for the correct operation of the “Software”.
    3. 5.3. The “Client” may report incidents and request support according to the contracted Plan, always through “Users” previously registered in the system.
    4. 5.4. “URUDATA SOFTWARE” will be the one who categorizes the reported incidents and will have the power, at its sole discretion, to determine whether the reported incidents are incidents subject to support and may reject the requests. Incidents will be considered resolved upon notification that a permanent or temporary solution has been established. Support service hours will be Monday to Friday from 9 a.m. to 6 p.m., on business days in the Oriental Republic of Uruguay (UTC -3).
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Online Support: Entering the query from the same application.
Email Support: support@urudata.com

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  1. 6.1. The “Software” provides its functionalities from the “cloud”, this implies that the “Client” will be able to access remotely from any computer with Internet access that meets the technical specifications.
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  5. 6.5. “URUDATA SOFTWARE” states that the cloud hosting services provided by “Microsoft Azure” are used and that it transfers its terms and conditions to the “Client”, who accepts (https://azure.microsoft.com/en-us/support/legal). Any contingency or eventuality of any nature that causes damage to the “Client” that is motivated by failures, alterations or modifications of the services provided by “Microsoft Azure” will not be the responsibility of “URUDATA SOFTWARE”, being beyond its will and impossible to control, therefore, they will not be attributable in any way.
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  7. 6.7. The “Client” has the right to upload data up to the maximum that has been contracted during the subscription process.

7th Versions Updates

During the period that the contract is in force, the “Client” will receive the new versions of the “software” that are released by “URUDATA SOFTWARE”, with the same rights as those established in the “FOURTH” Clause, being these Terms and conditions fully applicable.

8th Price, payment method and billing

  1. 8.1. When the “Client” subscribes, they will make the payment through the methods available.
  2. 8.2. “URUDATA SOFTWARE” will completely and irremediably destroy all the information that was in the “Software” within a period of 30 calendar days since the “Client” failed to pay the price.
  3. 8.3. “URUDATA SOFTWARE” will issue an invoice at the time of contracting for the agreed period and the amount corresponding to the contracted Plan, which will be sent to the “Client” within the following 15 days.
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  6. 8.6. The non-payment of invoices in a timely manner will suspend the access to the “Software” until the debt is canceled.
  7. 8.7. The price may be adjusted by “Urudata Software” at any time, having the “Client” the option to cancel the contract from the start period of the new price.
  8. 8.8. At any time, the “client” may request to change to a higher plan than the one they have contracted. Without prejudice to this, once the “client” exceeds the hired limit, “Urudata Software” will automatically block the access to the system.
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  4. 9.3.1. It was in its possession or was legitimately known by the receiving party from the informant party before receiving it that there was no obligation to maintain its confidentiality.
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  9. 9.4. The receiving party will not obtain, by virtue of this Agreement, the rights of ownership or participation of any part of the confidential information of the owner or informant party.
  10. 9.5. 9The personal information, obtained by any of the parties for the execution of the contract that links them, can only be used for the fulfillment of the object, cannot be assigned or disclosed to third parties under any title. In this respect, all personal information to which they have access or intervene at any phase of personal data processing, they must act cautiously and confidentiality about them, applying strictly professional secrecy.
  11. 9.6. When the contract is ended, each party must destroy completely the information or personal information that would have obtained from the other party during the contract. Each party will be the only responsible for safeguarding their own data.

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  1. 10.1. “URUDATA SOFTWARE” will keep the “Client” harmless for any conflict or contingency that arises as a result of intellectual property claims related to the “Software”. In this regard, “URUDATA SOFTWARE” will be responsible for claims based on intellectual property conflicts, doing its utmost to keep the “Client” unaware of these conflicts and if this is not possible, it is obliged to face all costs and costs that it must bear as a result of the claim.
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  3. 10.3. “URUDATA SOFTWARE” limits its own accountability, for any concept, up to the amount that it has received in the last three months of the contract. The “Client” contracts having full knowledge of this accountability limitation.
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  1. 11.1. It is stated that eventually “URUDATA SOFTWARE” may host personal data that the “Client” owns or is in charge of processing, but “URUDATA SOFTWARE” will not treat any personal data in any way or control or process any personal data that the “Clients” load.
  2. 11.2. It is the sole responsibility of the “Clients” to verify compliance with the personal data protection regulations.

12th Completion

  1. 12.1. “URUDATA SOFTWARE” may terminate this contract with prior notice to the counterparty at least 90 days in advance.
  2. 12.2. The “Client” may cancel the account at any time, by communicating it reliably to “URUDATA SOFTWARE”.
  3. 12.3. After the contract expires, the data will be kept for the maximum period of ninety (90) days, after which it will be deleted. The client can request the export of the information free of charge within the first 90 days.
  4. 12.4. “URUDATA SOFTWARE” will not refund the paid price paid for the services, except that the early termination of the contract has been arranged by “URUDATA SOFTWARE”.
  5. 12.5. Either party may terminate the contract if there are serious breaches by the other party of the main obligations arising from the contract or repeated breach of secondary obligations. Failure to pay the price is considered a serious breach and therefore the license of use will be suspended.
  6. 12.6. If the “Client” breaches any of its obligations, “URUDATA” may, at its sole discretion, terminate or suspend the contract and prevent access to the “Software” and information.
  7. 12.7. At the end of this contract, the “Client” will continue to be responsible for any debt acquired whose payment date is before or after the date of termination of the agreement.

13th Notifications and communications

  1. 13.1. The parties will consider valid the notifications made to the respective emails; in “Qflow Cloud” notification system or at the physical addresses established in the subscription process.
  2. 13.2. Any notification will also be considered valid if an acknowledgment of receipt is obtained from the other party, granted by a person with sufficient representation power for such purposes.
  3. 13.3. The “Client” agrees to use the various means of communication implemented by “URUDATA SOFTWARE” and must refrain from using them to disseminate material not related to the legitimate use of the “Software”.
  4. 13.4. “URUDATA SOFTWARE” may not receive the communications that are made to it without verifying the corresponding acknowledgment of receipt or similar proof of receipt.

14th Jurisdiction

This Agreement will be governed by the stipulations contained in this document and the applicable law will be that of the Oriental Republic of Uruguay.

15th Modifications

  1. 15.1. These Terms and Conditions may be modified by “URUDATA SOFTWARE” at any time, the modification being valid from the second business day on which the new terms have been notified in the “Qflow Cloud” notification system.
  2. 15.2. Once the modification of these Terms and Conditions of Use or the price of the service has been notified, the “Client” may, within 5 calendar days from the notification, express their willingness to terminate the contract. This termination will not give rise to any liability for the parties, nor will it give the right to any reimbursement of payments already done.

16th Use of ChatGPT Service by Our Artificial Intelligence Assistant

  1. 16. 1. The artificial intelligence assistant, available starting from version 5.3 of Qflow, uses the ChatGPT service for generating process flows. 
  2. 16.2. The user acknowledges and agrees that: 
  • a. When using the artificial intelligence assistant, they accept the terms and conditions stipulated by OpenAI for the ChatGPT service: https://openai.com/policies 
  • b. Although we have validated the accuracy and usefulness of the responses generated by ChatGPT, we cannot guarantee the accuracy, completeness, or suitability of such responses for specific purposes.   
  • c. The use of the artificial intelligence assistant, including the ChatGPT service, is the responsibility of each user. Under no circumstances shall “URUDATA SOFTWARE” be liable for any damages of any kind arising from the use or inability to use this functionality or the ChatGPT service. 

TERMS AND CONDITIONS OF LICENSE MAINTENANCE SERVICE CONTRACTING

The License Maintenance service is provided to the customer by URUDATA SOFTWARE (ITX S.A.), located at Canelones 1370, 2nd floor, Montevideo, Uruguay.

It is a condition for this service that the client has acquired original licenses of Urudata products and since then has had this service without temporary interruptions. This service is carried out so that the licensed software can be adapted to the new technical requirements and to the advances in the development of the software, for such reason it covers the totality of the licensed software, not admitting partial licenses of any type.

Framework: Within the framework of this service, Urudata provides the Client with all update patches of the licensed software for which the service is contracted that are developed by Urudata within 2 years of the release of the version of the licensed software.

To that effect, the Client shall communicate to Urudata its interest in being provided with the update patches that have been developed no less than 20 days in advance.

Urudata guarantees the existence of update patches for the licensed software up to 2 years after the release of the version to the market, being absolutely irrelevant the moment in which the respective license was granted.

Upon expiration of the 2 years after the release of the licensed software version, Urudata shall have no obligation to continue developing or providing update patches.

Option for new versions: In the event that Urudata develops new versions of the licensed software, the Client shall have the right to substitute the licensed software for the new versions, free of charge, except for any consulting fees that the Client may decide to hire. For such purposes, the Client shall request Urudata to provide the new version of the licensed software no less than 20 days in advance.

When the Client chooses to use the new version of the licensed software, Urudata shall not be obliged to provide upgrade patches for the previous versions, but shall be obliged to provide upgrade patches for the “new version of the licensed software”.

Urudata guarantees the existence of update patches of the new version of the licensed software up to 2 years after its release, being absolutely irrelevant the moment in which the licensed software was chosen to be replaced by the new version of the licensed software.

Upon expiration of the 2 years after the release of the new version of the licensed software, Urudata shall have no obligation to continue to develop or provide upgrade patches.

Use of Software: The Client may use the licensed software, plus upgrade patches or, if applicable, the new version of the licensed software and/or its upgrade patches, only under the licensed conditions, systems and number of users.

Implementation: The implementation service for the implementation of the upgrade patches of the licensed software, or as the case may be, the new version of the licensed software and/or its corresponding upgrade patches, is not included in this contract. All expenses and implementation fees that the customer decides to hire, will be charged to the Customer.

Term: This service has a duration of one year, or the term established in the commercial conditions of sale, if different from one year. The starting date is established in the agreed commercial terms.

Assessment of damages: The damages caused by breach of this contract shall never exceed the price established in the licenses granted to which this service refers.

In no case shall Urudata be liable for the malfunction of the software licensed or provided, which is caused by the misuse of the software by the Client and/or its employees or dependents and/or by the defects or impossibilities of the computer equipment available to the Client, or any infrastructure defect or conditions of the computer center that are inappropriate for the correct operation of the software.

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