Managing Processes

The Manage page lets you view all processes and carry out actions on them. The available actions depend on your security role for the process.

List of Processes

The list of processes shows, for each process, the process name, the version number of the process, when it was last modified, and whether the process is enabled or disabled (under Status). Click on a column name to sort processes by their values in that column, or search for processes using the search bar at the top of the page.

Note: The Status column does not show whether a process is published or unpublished, but whether it is enabled or disabled. You can tell whether a process is published or unpublished by whether it has a version number. Processes without version numbers are unpublished. Any process that has a version number is published.

For each process, you can use the following buttons in the top right corner when the process is selected.

Download: Export the process in XML format so that you can import it somewhere else later.
Copy: Duplicate the process with the text "- Copy" appended to the new process' name.
Delete: Delete the process and its forms entirely. You can delete multiple processes at once by selecting multiple processes before clicking Delete. You will be prompted to confirm this action.
Note: When you delete a process, all associated tasks, forms, submissions, and instance details are also deleted.
Run: Start a process. If the process starts with a form, clicking on Run will open the form for you to fill, and the process will start once you submit the form. If the process does not start with a form, clicking Run will start the process.
Edit: Go to the process designer to edit the process. Clicking on the process name also takes you to the process designer.
Report: View analytics and reports for the process.
Monitor: View information about the process' instances.
Details: View the details of a process in a separate window, including name, description, starting form privacy, and more.
Migrate: Migrate your process to a new team and project.

Viewing and Modifying Process Details

You can click on each process' Details button to view information about the process. In the Process Details dialog box, you can edit or view the following:

Name: The name of the process.
Description: The process description, as provided by the process' creator.
Process status: Whether the process is enabled or disabled. This does not indicate whether the process is published. Published processes have a version number. If a process does not have a version number displayed on the Manage page, it is unpublished. Processes must be both published and enabled before they can be started.
- Click on the toggler to enable or disable the process.
End date for new form submissions: Choose a date and time to close form submissions.
Starting form privacy: Choose between Public or Private to adjust the privacy settings of the form.
Link: The URL of the process' starting form, if there is a starting form.
- You can modify the URL in the provided text box.
- To copy a link, click Share, then Copy. This copies the full URL to your clipboard.
- To share a link by email, click Share, then Email link.
Action history privacy: Enable or disable the ability to hide task history when the participant is viewing tasks in the inbox or monitor page. When enabled, this setting overrides the message start event or user task level settings.
Invoke business process: Enable or disable the ability for this process to be started from another process or workflow.
- If enabled, input and output parameters, and a link to View Parameters, will be displayed.
- See Starting a Process From a Workflow for additional details.
Instance name: How the process' instance names are formatted.
Summary details: The process variables that should be shown in the Tasks tab.
- In the left box, select the variables that you want displayed as columns in the Tasks tab.

If you modify any details, make sure to click Save at the bottom of the dialog box. Otherwise, your changes will not be applied.

Configuring Process Notifications

Process notifications are configured in the Details pane on the right.

Select the process you want to configure notifications for.
Expand the Details pane on the right.
Open the Notifications tab within the Details pane.
You can configure notifications for yourself and the process initiator. Scroll to the role for which you want to configure notifications.
Find the event for which you want to configure notifications. Toggle Web or Email notifications on or off for that event.
Repeat steps 4-5 as required. Click Save when you're done.
If you have turned on email notifications for any role, you can configure whether the notifications arrive as a daily digest or individual emails, or both. To do this, click Configure email notifications at the bottom of the Notifications pane.
1. In the Configure Email Notifications dialog box, select the format of email notifications for each role that has email notifications.
2. Click Save when you're done.

Process Versions

You can view the version history of a published process by clicking its version number. This will open a Version History dialog box that lets you download XML files representing each version of the process.

Click on the version name to view a read-only process diagram of that version.
Click on the download button next to a version to download an .xml file that represents the process. The file can be used to import the process back into the same environment or to a different environment.

Promoting a Previous Version to the Current Published Version

For a process with multiple versions, the Version History will show a Promote to latest icon next to previous versions. Click the Promote to latest icon next to a version to make that the latest version and optionally, update running instances to that version. In the Update Instances dialog box, select:

None if you do not want any running instances to be updated.
All if you want all running instances to be updated to the version for which you clicked the icon.
Specific Versions if you want to pick which versions should have their running instances updated to the version for which you clicked the icon.

Other Actions

You can also do the following from the Manage page:

Edit any process by clicking on its Edit button. Alternatively, click on the process name.
Create a new process by clicking New Process in the top left corner.
Import a process by clicking Import in the top left.
Search for specific processes using the Search processes text box.
Export a process to move it from a test environment to a production environment by clicking the download icon.