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API Profile (Additional module)

The use of the SmartProcess API is only possible for authenticated users with a Designer license. For security reasons, the user password for SmartProcess is not used for authentication. Instead, an…

Christoph Lemos
Updated by Christoph Lemos

The use of the SmartProcess API is only possible for authenticated users with a Designer license. For security reasons, the user password for SmartProcess is not used for authentication. Instead, an API key has to be generated by clicking the entry <+ New Item>

Create API profile

Click <+ New entry> to create a new API profile and generate an API key for this profile. You can give the profile any name you like in the 'Profile name' field.

Before saving, the generated API key should be stored safely. For security reasons, the key is only displayed when it is generated and can no longer be viewed once it has been saved.

You can remove an API profile you have created by clicking the <Delete> button.

API configuration

Once the profile has been created, the profile must be configured using the <Edit> button.

Register General

A user who is to have access to the API must be assigned to the profile.

Since the prerequisite for using the SmartProcess API is a Designer license, only users with an assigned Designer license are available for selection.
It is recommended to create a separate user for the API. If the API were to create and/or change data on behalf of a real user, this would lead to a lack of transparency.

The registered user can then authenticate themselves to call up the SmartProcess API with their user name and the previously generated API key.

To revoke a user's access to the SmartProcess API or grant access to another user, you can simply delete the user from the field or assign a different user.

The default language determines two things:

  1. how fields are initially named in the API and
  2. how language-specific fields (radio buttons, the category of a catalogue entry etc.) are translated. So if the default language is German, a yes/no selection is output or imported with "Ja" and "Nein".

In the Base URL for accessing the API field, you will find the URL that you can use for API access.

Configure sub-areas (Cases, Catalogue items, Attachments)

The areas that should be available for the API must be configured individually. The table for the configuration is the same in each area and consists of the following columns:

API Display Name

The name of the object used in the API.

Must conform to the NCName scheme and must not contain a hyphen or full stop .

The practical limitations of NCName are that it cannot contain multiple symbol characters such as :, @, $, %, &, /, +, ,, ;, spaces or some brackets. Also, an NCName cannot begin with a number, full stop or minus sign, although they may appear later in an NCName.

The automatically generated name can be changed at any time by clicking on the small edit button.

Click on + to expand the entry so that the sub-elements can also be selected.

SmartProcess display name

The name of the object used in SmartProcess.

Active

Selection of whether the object should be available via the API.

Key field?

Selection of whether the field is a key field.

Each entity (cases, catalogue entries, etc.) requires at least one active key field that uniquely identifies it.

A key field must always be selected as active!

Special features

  • Deleted elements that were previously active in the API are displayed in red in the table and deleted the next time they are saved (a message is displayed).
  • Main workflows that are linked in another workflow (e.g. standard workflow action) cannot be expanded or renamed at the linked location. "Active" in this context means that the link between the two workflows is active. The name and sub-elements of the linked workflow are not adopted in the linked area.
    The fields of the main workflow must also be activated in this case.

  • Subworkflows that are linked in another workflow are treated as if they were not linked.
  • Workflows that contain themselves are not supported.

API Connection

Once the API profile has been set up, a connection to SmartProcess can be established. This can be done in various ways, e.g. via a direct connection or by using Zapier.

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IP Filter (only for SaaS Systems)

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