Processes

About Processes

A process is a sequences of tasks (or steps) that need to be carried out. The sequence, or process flow can do conditional branching based on record Data.

Note:
Business Process Modeling (BPM) is concerned with creating a graphical diagram that a designer can build interactively. The models help to arrange task flow so that users get the information they need to carry out their tasks. Computerizing the model automates the sequence, and allows for accurate record-keeping.

Working with Processes

Creating a Process

To create a process:

1. Go to > Objects > {object} > Processes
2. Click [New Process].
   The Process Model editor opens.
3. Use the interactive editor to define the process.
4. Click Ctrl+S or click the disk icon to save the process.
5. In the dialog that appears, enter the process name and a description.
6. Make sure the Callable Process flag is off.
7. Click [Save].
   The process page appears.
8. Fill in the remaining process settings.

Cloning a Process

Cloning a process makes a copy you can make small revisions to, instead of having to build a similar process from the ground up.

To clone a process:

1. Go to > Objects > {object} > Processes
2. Select a process.
3. Click [Clone].
4. Use the interactive editor to define the process.
5. Give the new process a name.
6. Click [Save].
   The new process is created, and is ready to be edited.

Creating a Callable Process

A callable process is one that can be called as a step in an other process.

To create a callable process:

1. Go through the steps to create a process.
2. While saving, set the Callable Process flag.

Best Practice: Create an empty process with a Start and End. Save it, making sure the flag is set the way you want it. Then edit the process model to build the process.

Considerations

• When saving, the Process Target section (where you set an estimated duration) does not appear.
• Once the process has been saved, the Callable Process flag cannot be changed. (Hence the best practice note above.)
• A callable process can only be initiated by a process step. It cannot be started by rule or launched manually by clicking a [Start] button.
• When a callable process is launched, it appears in the sidebar, indented under the process that launched.
  The status indicator shows it as either Started or Completed.

Exporting a Process Model

To export a process model:

1. Go to > Objects > {object} > Processes
2. Select a process.
   The Process page appears.
3. Click [Export]
   An XML structure that defines the process model appears in a popup.
4. Copy the popup content to paste the XML into a file.

The exported XML is the subset of the BPMN 2.0 specification produced by the Activiti process engine.

Modifying an Existing Process

To modify a process:

1. Go to > Objects > {object} > Processes
2. Select the process.
3. Modify the process settings, described below
4. Click [Save]

Process Settings

Basic Information

• Name - Give the process a name.
• Description - Give it a short description.
• Enabled (Default=true)

  Clear this box to turn off a process without deleting it.

• Process Control Role(s)

  Select one or more Roles who are authorized to start (or stop) this process.

  If no Roles are selected, then anyone with access to the record can start the process and stop it.

• Process Model

  Click the diagram to open the Process Model editor.

  Version comments you provide when saving changes are displayed in the process history, below the Settings.

Process Target

This section appears for a standard process. It does not appear for a callable process.

• Target Duration - Specify the numbers of days or hours in which the process will normally be completed. (This field exists for reporting only, to track the number of processes that were within goal or exceeded the target.)
• Target Date will be Calculated from -

• Process Start - The target date is calculated from the date and time that the process is initiated.
• {objectName} Creation - The target date is based on the date the record in this Object was created, regardless of when the process starts.

• Calculate using Business Hours - Clicking this button lets you choose the Business Hours Calendar to use for the target date calculations. Leave it unchecked for a 24/7, 365 response policy.

Revision History

This section shows the history of Process Model revisions, with the most recent at the top. The Revision comment is shown for each version, along with the last person to modify the process model, and when.

Actions

View

See the process model diagram for an older version, click the version number.

Revert

Revert to this version of the process model (a confirmation dialog appears).

After reverting, a new version appears at the top of the history, with the comment "Reverted to version {version#}".