When you start using Questetra BPM Suite for the first time, some configuration is required before users can actually work with workflows. This page provides an overview of the initial setup that system administrators need to complete.
Configuration tasks require System Administration or User Management privileges. The initial administrator designated at the time of contract is pre-granted the necessary privileges.
Before You Begin
Gathering the following information before starting configuration will help the process go smoothly.
- Organization Tree — The hierarchy in which you will register your company’s departments and groups. It helps to sketch out the structure in advance, such as divisions directly under the root organization, with sections beneath them. Reference: R3031: Examples of an Organizational Tree
- User List — A list of the usernames, email addresses, and affiliated organizations for each user to be registered. Organizing this as a CSV file allows for bulk registration.
- Positions (optional) — Labels assigned when users are affiliated with an organization (e.g., General Manager, Section Manager, Staff). Positions can be used to filter task assignees, so define them in advance if you need to identify supervisors in approval workflows.
- Roles (optional) — A grouping mechanism independent of the organization hierarchy. Use Roles when you want to group users who share a common function across departments, such as “Expense Approval Officers” or “Security Personnel”. Roles can be specified as task assignees in workflow apps and as targets for system and app permission grants.
- Permission Grant Targets — Which users (or organizations) should receive System Administration and User Management privileges after setup is complete.
Checking Your License
Before starting configuration, open System Settings – License and verify your user limit and edition.
- The number of users you can register is determined by your subscription plan. If you need to increase the limit, you can initiate that process here.
- Available features vary by edition (e.g., DKIM email spoofing protection requires the Advanced edition or higher).
Setup Steps
Perform the initial setup in the following order.
Step 1: Register Positions (optional)
Open System Settings – Position List and register the positions you need.
Positions can be assigned when affiliating users with an organization. You can add them later, but if you want to include Positions in the bulk user registration via CSV in a single pass, you must register them first.
Positions have no inherent hierarchy — you can freely assign names such as “General Manager” or “Section Manager”.
Step 2: Register Organizations
Open System Settings – Organization List and register your Organizations.
Organizations can be structured hierarchically by specifying a “parent organization”. There are two registration methods.
- Individual registration: Enter one Organization at a time. Suitable when the number of Organizations is small.
- Bulk registration (CSV): Import a CSV in the format “Organization Name, Email Address, Parent Organization.” This is more efficient when you have many departments. See R3032: Formats for CSV Bulk Addition (Organization) for format details.
The maximum number of Organizations that can be registered is 300 per bulk import.
Step 3: Register Users
Open System Settings – User List and register your Users.
There are two registration methods.
- Individual registration: Enter one user at a time. Suitable for small numbers of Users.
- Bulk registration (CSV): Import a CSV in the format “Username, Email Address, Password, Organization Name,” etc. See R3051: Format of CSV Bulk Update (User) for format details.
The maximum number of Users that can be registered is 1,000 per bulk import. Be sure to also check your license limit.
Every user must belong to at least one Organization. Users who do not belong to any Organization cannot use workflow features.
The email address is used as the login ID, so please enter a valid address.
Step 4: Register Roles (optional)
Open System Settings – Role List and register the Roles you need.
Roles are a grouping mechanism independent of the organization hierarchy. Use them to group users from multiple departments who share a common function — such as “Expense Approval Officers” — or to consolidate users who handle a common process regardless of their department. Roles can be used as task assignee settings in workflow apps and as targets for system and app permission grants.
There are two registration methods.
- Individual registration: Enter one role at a time.
- Bulk registration (CSV): Import a CSV in the format “Role Name, Member Username, Member Username, …” By listing member usernames after the Role name, you can create the Role and register its members in a single step.
The maximum number of Roles that can be registered is 300 per bulk import.
For individual registration, or if you want to change members after registration, you can also manage Role membership from each user’s detail screen.
Step 5: Grant Privileges (Administrative Permissions)
Open System Settings – System-Wide and grant permissions to the users responsible for administration.
| Permission | Capabilities |
|---|---|
| System Administration | System-wide management including viewing system logs, granting privileges, and configuring external integrations |
| User Management | Managing Users, Organizations, and Positions |
Permissions can be granted to individual Users, or granted to Organizations or Roles. Granting a permission to an Organization gives all Users in that Organization the permission. If personnel changes are frequent, managing permissions via Organizations or Roles is easier to maintain.
For details on which permissions to grant to whom, refer to R3010: List of System Authorization Privileges.
Step 6: Grant App Creation Permission
Only users with App Creation permission can create and edit Workflow Apps. This permission is configured in a separate screen from the System Administration and User Management permissions in the previous step.
Open System Settings – Workflow and grant the permission to the Users (or Organizations or Roles) who will design workflows.
Without this permission, Workflow Apps cannot be created. When going live, make sure to grant it to your App designers. Because it is independent of System Administration, a situation can arise where a system administrator is unable to create Apps.
Post-Setup Verification
Once configuration is complete, open System Settings – System Summary to check the number of registered Users and compare it against your license limit.
Next Steps
Once the initial setup is complete, consider the following additional configurations to suit your operations.
- Login Settings & Password Policy: System Settings – Login
- Single Sign-On (SAML): Single Sign-On with Microsoft 365 via SAML 2.0 / Single Sign-On with Salesforce via SAML 2.0
- Google Workspace Integration: System Settings – Google Connectivity
- Email Spoofing Protection (DKIM): System Settings – DKIM
