Projects and your first connection
Connect to Designer using the server address, company code and authorised account provided by your administrator. After signing in, use Projects to select a category and search within it. Select New Project to begin a design.
Select an existing project to review its details and version history: operation, time, change note and author. Return to this version creates a new draft from the selected record. The published process is unchanged until you publish again.
If another designer is editing the process, it opens Read-only and saving/publishing are disabled. Check the company and project before editing.
Workspace
| Area | Purpose |
|---|---|
| Command bar | Save, undo/redo, editing, Test, Publish, Flow PNG and Process Package |
| Project Explorer | Main Flow, forms and documents |
| Design surface | Edit the selected flow, form or document |
| Variables | Define process data |
| Properties | Configure the selected step, variable, field or project |
| Errors / Warnings | Review validation findings and related items |
Flows, forms and documents may be open in separate tabs. Closing a tab closes its view. Panels can be resized, moved or auto-hidden. Use enabled commands; a disabled menu heading does not mean an operation is available.
Flow design and connections
Main Flow connects the work from start to finish.
- Add components and give them meaningful names.
- Drag from a source output to a target input.
- Configure task-form outputs as user actions.
- Complete every decision branch and merge path.
- Review missing or incompatible connections in Errors.
| Action | Usage |
|---|---|
| Select | Click a node/connection or draw a selection rectangle in empty space. |
| Pan | Use the pan tool or middle mouse button. |
| Delete | Press Delete / Backspace on the selection. |
| Undo / redo | Use the Undo / Redo buttons in the command bar. |
| Fit View | Fit the whole flow into the visible area. |
Connections cannot start at an input or end at another output. An existing connection endpoint can be moved to another compatible input/output.
Variables and the data dictionary
Choose the variable’s name, stable code and type first. Codes are referenced by expressions, forms, documents and mappings. Review every reference before changing a code in a published design.
| Type | Use |
|---|---|
| Text | A single-line name, code or description |
| Long Text | Notes and multiline content |
| Number | Quantities, ratios and calculations |
| Money | Amounts, currency and precision |
| Date | A calendar date |
| Date / Time | A date and time |
| Selection List | One value from a list |
| Radio Selection | One value from visible choices |
| Checkbox | A yes/no value |
| File | An uploaded file or attachment |
| Document | A generated document |
| User | An organisation user reference |
| Group | An organisation group reference |
| Hidden | Process data not shown in the form |
| Repeating Group | A repeatable set of fields |
| Table | Columns and rows |
status, priority and process_no are required system variables and cannot be deleted. A process-wide variable definition is different from a field’s label, width, visibility, read-only and required settings in one form. Removing a field from a form does not delete the variable.
Selection List and Radio Selection can use Static list, Table variable, Query or API sources. For a table source, select the table and label column. The data-fetching step must complete before the choice field is used. A Query/API option being listed does not mean that connection has been configured for your organisation.
Form design
Organise fields into meaningful sections. Set column count, width and new-row behaviour. Configure the label, visibility, read-only, required and help-text properties for the purpose of that step.
Review desktop, tablet and mobile layouts separately. Mobile sections start in one column. Pay particular attention to long text, files, selections and tables on narrow screens.
Table columns and summaries
In Edit table columns, set the column name, code, type, width weight and behaviour. Open Column formula for a numeric column.
%quantity% * %unit_price%
This teaching example multiplies two columns in the same row. Define the codes in your own table. Do not assume a table formula can read every variable in the process. Numeric columns support 0–6 decimal places.
Use Add summary for sum, average, minimum, maximum or row count. An optional row formula is evaluated per row; the chosen summary aggregates its results. Legacy A/B/C column references are supported; prefer %column_code% in new designs.
Test empty tables, one/many rows, zero values, blank cells, rounding and division by zero.
Expressions: choose the right context
In text templates, quote constants and use %code% for variables. Prefer numeric functions for calculations in a Calculate step. Table formulas support arithmetic +, -, * and /. Keep these contexts distinct.
| Purpose | Teaching example |
|---|---|
| Build a subject | 'Request - ' + %process_no% |
| Clean text | Upper(Trim(%name%)) |
| Provide a fallback | Coalesce(%email%, StarterEmail()) |
| Multiply in Calculate | Multiply(%quantity%, %unit_price%) |
| Multiply a table row | %quantity% * %unit_price% |
| Round | Round(%amount%, 2) |
| Compare | %amount% >= 10000 |
| Combine conditions | And(%amount% >= 10000, %status% == 'Approved') |
| Return a conditional value | If(Equal(%priority%, 'High'), 'Urgent', 'Standard') |
Decisions support ==, !=, >, >=, <, <=, And, Or and Not. Legacy Equal(...) and Greater(...) forms are also supported. Selecting a variable inserts it at the cursor; specify the operators yourself.
Process number and business counter
ProcessNo() returns the running process instance identifier. To assign it explicitly at the start, put Calculate: Process Number immediately after Manual Start, with target process_no and expression ProcessNo(). Do not expose it as user-editable input. This is a recommended design convention, not a claim that every new project automatically contains the node.
'REQ-' + Counter('REQ-', 4)
This is an example business-number expression, not a real record. Counter is a business counter and returns the numeric part. A business number and a process instance identifier are different concepts. Validate the expression with your own codes and environment.
Common functions
Text: Length, Upper, Lower, Trim, Concat, Coalesce. Numbers: Add, Subtract, Multiply, Divide, Round. Dates: Today, DayDiff, AddDays. Initiator: StarterName, StarterEmail. Use the functions offered by your expression editor and supported by the connected environment.
Flow components
| Component | Purpose and connections |
|---|---|
| Start | Starts the process; no input, one output. |
| Task Form | Assigns user work; one input, one or more action outputs. |
| System Task | Runs a configured system operation. |
| Calculate / Fetch Data | Evaluates an expression and writes its result to a target variable. |
| Decision | Selects Yes or No; two outputs. |
| DB Query | Reads data and maps results to variables. |
| DB Command | Writes to permitted data areas. |
| Web Service | Uses a configured external API call and response mapping. |
| Send Email | Defines recipients, subject/body and attachments. |
| Create Document | Produces a document from an A4 template. |
| Form PDF | Produces a PDF from a selected task form. |
| Parallel Split | Starts at least two branches. |
| Merge / Wait | Merges at least two inputs using the selected strategy. |
| Subprocess | Calls another published process. |
| Timer | Waits until the configured time or duration. |
| Wait for Event | Waits for the configured event to continue. |
| End | Finishes the process; one input, no output. |
There must be one Start and one End. Work steps other than special branching components use one input and one output. SQL Query in older packages is a compatibility type; evaluate DB Query/DB Command for new designs. A connection is a path, not a work component.
Web Service error handling offers Stop the process or Record the error and continue. Do not assume a separate error path runs automatically.
Start triggers
Configure the trigger and start permissions in the Start component properties. At least one enabled trigger is required. Manual Start is used for user-started processes. Other trigger types require the appropriate connection, permissions, scheduling and runtime support.
A service or product appearing in a list does not demonstrate that a working integration is installed for your organisation. Include repeated events and duplicate-start behaviour in acceptance testing.
Tasks, actions and email
Configure assignment using a user, group or supported assignment source. Task-form outputs represent user actions. Save preserves the record/draft and is distinct from advancing the process. Check action names, required fields and viewing permissions for each role.
To / CC / BCC
In Send Email → Edit recipients, manage these lists separately. Recipients can include the initiator, task owner, organisation users/groups and manual addresses. Remove recipients through their tags. An advanced expression field supports definitions using variables or table columns.
Check the subject, body and attachment variables. Passing structural tests does not prove email delivery. Verify delivery separately with approved test recipients.
Reading and writing data
DB Query offers system data, published process data or SQL according to the source. Explicitly map source fields to target variables/columns. Define the behaviour for empty or multiple results.
SQL writes are limited to the permitted dp_custom area. Organisation read sources are read-only and do not grant general write access to system tables. Map parameters instead of concatenating user input into SQL.
DB Command offers INSERT, UPDATE and DELETE. Use RETURNING when mapping write results. Review affected records, repeated execution, impact and rollback first. Do not run deletion/update filters with missing values.
A4 documents or Form PDF
Create Document
Add New Document in Project Explorer. Place text, variables, images, lines, tables or task summaries on the A4 template. Resize objects from corners/edges and align them using guides.
In the flow step, choose Document template, Output variable and an optional File name expression. The output variable must be a File or Document.
Form PDF
Form PDF converts the selected task form’s layout and printable fields into an A4 PDF. You do not need to draw a separate A4 template.
- Connect the step after the task has been completed.
- Choose the source under Task form.
- Select the PDF output variable.
- Optionally add a file-name expression.
- Check long text, tables, Turkish characters and page breaks in the resulting PDF.
Subprocesses: once or for each row
Select the published target process; the selected version is pinned. Choose Run one subprocess or Run for each table row.
For per-row execution, define the source table, row-input mappings and optional row-output mappings. General input/output mappings for parent variables are separate. Check required inputs and type compatibility.
When all subprocesses finish, output mappings are applied and the parent continues. Test an empty table, multiple rows and subprocess failure.
Save, Test and Publish
| Operation | What it does | What it does not prove |
|---|---|---|
| Save | Stores the design on the server as a draft. | That it is published for users |
| Test | Runs local structural checks and isolated flow simulation. | That real data, external services or business decisions work correctly |
| Publish | Publishes a new version of the validated definition. | That every user scenario has passed |
- Save the latest changes.
- Review Errors and Warnings. Fix errors and assess warnings against the business rules.
- Use Test for model, connection, reachability, completion-path and component checks. It does not call external services or process organisation data.
- Review local/server validation and publication-readiness checks before Publish.
- In a separate acceptance test, start the process as the appropriate user. Verify real decisions, assignments, saved forms, data changes, documents and notifications. Check web and native mobile layouts separately.
Merge strategies
Path merge / First arrival is for mutually exclusive alternatives. Parallel merge / All branches waits for all branches started by a Parallel Split. A wrong strategy can advance too early or leave the flow waiting.
Returning to a version
Return to this version creates a new draft first. Publishing does not undo the history or data of work that has already started. Check the version attached to running processes; seeing a new form in Designer does not mean older tasks changed automatically.
Process packages and flow images
Process Package exports design definitions such as flow, variables, forms and documents in a .dpflow.json file. Use Open Package in the target environment. Opening a package is not a server save; check identities, references, connections and mappings, then save.
Flow PNG exports the current main-flow drawing. Use Fit View and select Flow PNG from the command bar.
A package does not transfer running process records, users, connection secrets or organisation business data.
Before publishing
- Correct company, project and version; design is not read-only.
- Consistent variable codes, types and choice sources.
- Appropriate required fields, visibility and actions for each role.
- Desktop, tablet and mobile layouts checked.
- Complete decision paths and appropriate merge strategies.
- Table formulas tested with empty, zero and multiple-row examples.
- Data-operation scope, parameters and repeated execution defined.
- Correct document/Form PDF output and email recipients.
- Subprocess inputs, outputs and pinned version checked.
- Save, validation and publication confirmed separately.
- Real runtime acceptance test and rollback plan prepared.