Editing an existing process definition

Any previously created process definition can be edited. Thanks to this, it can be supplemented or improved. Note: this operation does not delete its previous history – all processed documents or cases will be preserved. The tasks in progress will be completed according to the previous activities. All new ones will follow the new rules. The following instruction is also used to build a new process based on an existing template (your own or a template provided by Dew-X) and applies to methods 2. Use a template and 3. I have a file a the process mentioned in step I: here To edit a process, select it from the menu on the left (remember to check what Organization you are in – the same process names may be used in your different organizations) then select the gear and edit at the bottom right of the screen Optionally, from here you can also change only its name and icon, save it as a file or delete it entirely. Note: deleting a process will also delete all its history, including documents, descriptions, approvals etc. You can switch between the activities by clicking on their names at the top of the screen Add, remove, and change the order in which the fields and plugins, appear on the form Move fields and plugins between activities Select the pencil icon on the toolbar of a given plugin or field and indicate to which activity it should be moved The moved field will disappear from the given activity and will appear at the end of the list on the selected one. Number of reties If, when creating or editing a process definition, we allow for the possibility of extending the time to complete a given activity, we can use the “Redo” functionality. You can find it below the “Deadline (hours)” function. The default value is “0”. This means that a task that is not completed before the deadline according to the definition, will go back to the previous one or end at the given activity. Value of “1” is one additional chance; “2” is two, that is, including the base time, three cycles, etc. Note: when sending a task the user can change the execution time set in the definition once. This change will only affect the first cycle. If retries have been set, they will last as long as it was assumed for this activity in the process definition. Each time a user fails to complete a task that has the retry option enabled (value greater than 0) they will receive an email notification informing them that they have just been given an additional chance to complete it. Escalate to If there is a reason to inform other people in the organization about the non-completion of a task, use the “Escalate to” option. In this item, for each activity (except the first one), you can specify the user or users who will receive an e-mail notification each time, informing who, in which activity, in which process and in which organization did not complete the task on time. Timecops (that’s what we call them) can only be people belonging to the organization, both with “inside” and “outside” status. Note: in special situations the timecop may not have the permissions to access the contents of a task, such as when they have not participated in the task or have not been CC’ed and they do not have administrative rights. If a retry is provided for the activity, the timecop will receive a notification each time the deadline of a given cycle expires. Decide how the process should behave when the task is not completed at a given activity Enable or disable the ability to end the process at a given activity You can allow a situation where the process can be completed before all the activities provided have been completed. This will be the action that the user who performs the activity will be able to choose as an alternative to forwarding the task. To allow such a possibility, at a given activity select Yes in the section “The process can be ended at this activity” You can do this at one or more different activities in the process. Specify or change the default user in the process If a given activity is to be performed by a specific user by default, you can select them from the list: Notes: Only users from inside a given Organization will be on the list, but if they have not accepted joining it yet, selecting them will not be possible. In the course of the process, the person performing the task will be able to consciously change the addressee or indicate multiple addressees for the next activity. Changing the order of the activities Changing the highlighted fields Deleting unnecessary activities Adding new activities Copy steps: “Duplicate activities” This function is used to duplicate an entire activity in the process. It can come in handy when the next activities in the process have similar fields, e.g. there are many Approvals. The duplicate activity will appear last, but by using the Reorder feature (mentioned above) you can place it anywhere in the process. Of course, each resulting activity can then be edited to give it separate characteristics. Note: We recommend that you think about using the same field names in the next activities of the process, because in the case of fields with the same names in the report (more about reports: click) in the summary sheet, only the last, final value is presented. If your goal is to present each of these fields separately, call them different names, e.g .: – in the HR activity: HR Approval (instead of Acceptance) – on the activity Legal Department: Legal Acceptance (instead of Acceptance) – at the Management Board activity: Management Board approval (instead of Approval) Saving a process as a file You can save your work to a file at any time by creating or editing a process. To do this, select Close in the menu on the right and then Save as file. Save the file to a location of your choice on the disk. This file can be used when creating a new process. In this case, in the builder/creator, in the first activity, select the option I have a process file. Note: This option is only available in the last activity; if the added activity is to be one of the previous ones – add it and then move it using the Change order function After editing – Publish the new version