Processes

The Processes page includes all processes you have originated. If you are the Global Administrator or the App Administrator, you can do the following for processes you have originated:

Note:

On the Operations Page, Global Admins and App Admins can perform actions on processes originated by other users.

If you originate a process and are not the Global Admin or App Admin, you can do the following on those processes:

View process information

As a Process Originator, you can view all processes you originated which are currently running.

The following information is available on the Processes tab:

  • Process Name
  • Process Elapsed Time
  • Process Due Date
  • Process Status
Note:

If you would like to change the default due dates for a process, use the configuration key titled StandardWorkflowProcessDueDays.

Process status descriptions

Process Status Description

Running

 

When a process is started. It remains in the Running state until it is Completed, Approved, Rejected, or Canceled.

Completed 

When a process ends on the end node with disposition set to Completed.

Rejected

When a process ends on the end node with the disposition set to Rejected.

And when an Administrator Force Rejects a process.

Approved

When a process ends on the end node with disposition set to Approved.

And when an Administrator Force Approves a process.

Cancelled

When a process is canceled by the Administrator.

Running processes - state descriptions

Process State - Color Code Description

Normal (Green)

When the time assigned to the process has not elapsed and the time is not close to the due date.

Close to Due Date (Yellow)

When a designated percentage of the time assigned to the process has elapsed. This is derived by the following configuration keys:

ColorWarningThreshold (Default Value – 30)

ColorWarningThresholdUnits (Default Value – percent)

Overdue (Red)

When the due date of a process is in the past.

Filter by solution

You can view processes according to the solutions they belong to. If the Solution window does not currently show, click the icon on the top right of the Process page.  The left pane lists the solutions related to that process. Click on a solution name to display each process associated with it.

You can search for a solution by entering your search words in the search box in the left window. This filters the solutions according to the text entered in the search box. If the solution window does not appear, click the icon at the top right of the Processes page.

View process history

To view the detailed process history for a specific process, click the  icon under the Actions column and then click Process History. The Process History page includes the following information:

  • Process Name
  • Creation Date
  • Due/Completion Date
  • Process Status
  • Comments
  • Process Elapsed Time

You can also view the history of each task in the process. Click the icon to see all tasks completed or assigned to date in that process. To see task details, click the icon next to a task. Details include the due/completion date, the status, the list of users assigned to the task, and any user comments added while completing the task.

If you are the Global or App Administrator, and want to view the history of a process you did not originate, please see Operations.

Force approve processes

Processes can be force approved only if you are the process originator and either the Global or App Administrator.  

To Force Approve a process:

  1. Click the Processes menu, and then click on a process.
  2. Click on the icon under the Actions column, then click Force Approve. You are prompted to confirm your action.
  3. Click Confirm. You are notified that the process has been successfully approved and the Process Status changes to Approved.

If you are the Global or App Administrator and want to Force Approve a Process you did not originate, please see Operations.

Note:

 To check the process history of an Approved process, go to Documents (in the left window) and locate the document for which that process was launched. Select the process and check its Workflow History. For more information, please see Documents.

Force reject processes

Processes can be force rejected only if you are the process originator and either the Global or App Administrator.  

To Force Reject a process:

  1. Click the Processes menu, and then click on a process.
  2. Click on the  icon under the Actions column, then click Force Reject. You will be prompted to confirm your action.
  3. Click Confirm. You are notified that the process has been successfully rejected and the Process Status changes to Rejected.

If you are the Global or App Administrator and want to Force Reject a Process you did not originate, please see Operations.

Note:

To check the process history of a Rejected process, go to Documents (in the left window) and locate the document for which that process was launched. Select the process and check its Workflow History. For more information, please see Documents.  

Cancel processes

To Cancel a process if you are the process originator and either the Global or App Administrator:

  1. Click the Processes menu, and then select a process yo want to cancel.
  2. Click on the icon under the Actions column, then click Cancel Process. You will be prompted to confirm your action.
  3. Click Confirm. You will be notified that the process has been successfully canceled and the Process Status changes to Canceled.
Note:

You need to manually cancel the stuck process during Bulk cancellation. An error message appears on the screen as follows.

"The process is already being canceled and data posting to SAP is being aborted. To cancel this process forcefully, please go to process Actions and cancel it from there."

OR

"The process is already being canceled and data posting to SAP is being aborted. Please contact the admin to cancel this process forcefully."

 

If you are the Global or App Administrator and want to Cancel a process you did not originate, please see Operations.

Note:

To check the process history of a Canceled process, go to Documents (in the left window) and locate the document for which that process was launched. Select the process and check its Workflow History. For more information, please see Documents.  

In addition, AutoRun jobs can become stuck in the Data Posting Running state - which makes the following actions unavailable: Cancel, Approve, or Reject process. If the document is stuck in the Data Posting Running state due to...:

  1. ...a transition condition failure, then a "Process has been canceled successfully" message is displayed and the process is canceled (for non-Admin users as well).
  2. ...the Worker Service going down during the AutoRun execution, note the following. When canceling the process for the first time, the "Process has been canceled successfully" message is displayed; however, the process is still displayed in the application. When canceling the process a second time, Admin users have the ability to cancel it using the Cancel option on the Operations page.

Edit assignments

You can Approve, Reject, or Reassign an Approval Task. You can also Complete or Reassign an Activity Task.

In addition, you can change the swim lane members for tasks which have not yet been created for a process. Modifying swim lane members does not affect an assignment that is already in progress.

  • Process assignments can be edited only if you are the process originator and either the Global or App Administrator.

To Edit an assignment for a process:

  1. Click the Processes menu, and then click on a process.
  2. Click on the icon under the Actions column, and then click Edit Assignment.
  3. A detailed view of the process appears. Click on the icon under the Actions column, and then click either the Complete, Approve, Reject, or Reassign icon.
  4. If you are reassigning a task, a Reassign Task pop-up window will appear. Select a user in the Reassign To drop-down list. Enter comments and then click Reassign Task. You will be notified that the process has been successfully reassigned.

If you are completing, approving, or rejecting a task, you will be prompted to confirm your action. Click Confirm. You will be notified that the task has been successfully completed, approved, or rejected.

If you are the Global or App Administrator and want to edit assignments of a Process you did not originate, please see Operations.

Note:

When you reassign a task, the process history indicates that the first user completed the task, and a new task is created for the user to whom it has been reassigned.  

View lifecycle

To view the Process Lifecyle if you are the process originator and either the Global or App Administrator:

  1. Click the Processes menu, and then click on a process.
  2. Click on the icon under the Actions column, then click View Lifecycle. The Process Lifecycle slide-out pane appears. You can view the details of completed tasks. For upcoming tasks, you can view details such as current status and expected completion date. You can also view the status bar to learn how close a process is to its completion date.

See the Process Lifecycle section below for more information.

If you are the Global or App Administrator and want to see the process lifecycle for a process you did not originate, please see the Operations page.

Process lifecycle

The Process Lifecyle feature provides a probable workflow path and estimated time to completion for processes.

It relies on data from completed processes. The more completed processes it relies upon, the more accurate are its data and estimates. If zero processes for a solution have completed, the lifecycle will be unavailable and the Process Lifecycle page will include this message: "No Data Available. This feature requires at least one process to run from start to finish in order to display the appropriate data for next routings."

The estimated process lifecycle is based on previous submissions of the solutions. The actual route and time will vary based on data, decisions, and other external variables. This feature can be used to offer a likely scenario for the process, giving all participants a holistic view of the tasks.

Note:

The Process Lifecycle feature does not track the number of times Loops come into effect, so time estimates for nodes with Loops are less accurate.

For detailed SLA tracking or process status, we suggest referring to the Process History and/or custom reporting dashboards using database views.

View process lifecyles

On the Operations page, Global Admins and App Admins can view process lifecyles for all processes (including those launched by other users). End Users can view process lifecyles only for processes they launched, and they can view them on the Processes page.

Global Admins can view process lifecycles for processes initiated on all apps. To view the Process Lifecyle:

  1. Go to the Admin App.
  2. Open the Operations page.
  3. On the Processes tab, click the number next to the process status (Normal, Close to Due, Overdue, or Total) you are interested in.
  4. The process Details page will open; the selected processes are listed in a table.
  5. Go to Actions and click the View Lifecyle link.
  6. The Process Lifecycle page will open.

App Admins can view process lifecycles for processes initiated on Administration apps. To view the Process Lifecyle:

  1. Go to the User App.
  2. Open the Operations page.
  3. On the Processes tab, click the number next to the process status (Normal, Close to Due, Overdue, or Total) you are interested in.
  4. The process Details page will open; the selected processes are listed in a table.
  5. Go to Actions and click the View Lifecyle link.
  6. The Process Lifecycle page will open.

End Users can view process lifecycles for processes they have initiated. To view the Process Lifecyle:

  1. Go to the User App.
  2. Open the Processes page.
  3. The process Details page will open; the selected processes are listed in a table.
  4. Go to Actions and click View Lifecyle link.
  5. The Process Lifecycle page will open.

Abort

You can stop the execution of AutoRun by using the Abort feature. After a workflow/process is aborted, it moves on to the next stage/node. The Abort option is listed only when an AutoRun is in the process of executing.  

To Abort a process if you are the process originator and either the Global or App Administrator:

  1. Click the Processes menu, and then click on a process.
  2. Click on the icon under the Actions column, then click Abort. You will be prompted to confirm your action.
  3. Click Confirm. You will be notified that the jobs for the process have been successfully canceled.
Note:

In this state, if you Cancel/Force Approve/Force Reject the process, two things will occur.

First, the background process will be aborted; records processed up until that time will have logs updated in the data file and records which have not been processed at that time will remain unprocessed. Second, the actual process will be Canceled/Force Approved/Force Rejected.

If you are the Global or App Administrator and want to Abort Autorun for a process you did not originate, please see Operations.

You can edit the schedule of an AutoRun when the AutoRun is pending, though not while it is executing.  

If you are the process originator and either the Global or App Administrator:

  1. Click the Processes menu, and then click on a process.
  2. Click on the icon under the Actions column, then click Edit Schedule.
  3. Provide the updated schedule and click Save. You will be notified that the job has been rescheduled successfully.
Note:

In this state, if you try to Cancel/Force Approve/Force Reject the process, two things will occur.

First, the pending background process will be canceled; then, the actual process will be Canceled/Force Approved/Force Rejected.

If you are the Global or App Administrator and want to Edit the schedule of a process you did not originate, please see Operations.