Process Definitions

Understand the list of functions available for Process Definitions

Last published at: October 16th, 2026

This function helps build a process workflow.

Process definitions include the design for each process. You can manage these definitions through the process definitions screen. The definitions UI appears as follows:

On this process definition screen, the following operations can be performed:

Create a new definition.
Design (or modify) a definition.
Debug a definition workflow.
Edit the definition metadata.
Rename a definition with a new name.
Make a copy of an existing definition.
Change the definition's ownership.
Save the definition as a template.
Manage snapshots of a workflow definition.
Get the process URL.
Validate all / selected definitions.
Remove Instances from the selected definition.
Mark/Unmark the definition as a favorite.
Move the definition to the recycle bin.
AI Copilot - Create Process.
Render the process definition.
Render the process view.
Render the process task view.
View the definition's history (list of changes).
View Heat Map.
View used by items.
Export the definition as an XML file.
Export the definition as a PNG file.
Export the definition and any sub-workflows as a ZIP file.
Export the definition's properties as an Excel file.
Export the definition as a BPMN file.
Export the definition as a PDF file.
Export the definition as an SQL file.
Import another definition's XML (overwrite).
Import the definition's properties as an Excel file.
Grant users or application roles permissions to View, Design, and Remove the definition.
Revoke the above permissions.
View locked definitions and unlock locked definitions.
Optimize the link priority.
Tag the process definitions.
Update Master Variables / Globals.
Update Waiting Instances.
Archive process definition instances.
View the definition's usage.

On the Process Definitions page, click the “Actions” menu to access features including “Create, Design, Debug, Edit, Rename, Copy, Change Owner, Save As Template, Manage Snapshots, Get Process URL, Validate, Remove Instances, Favorites, and Recycle Bin.”

On the Process Definitions page, select the definition, then click the “AI Copilot” menu to access features such as “Create Process” and “Summarize Process."

On the Process Definitions page, select a definition, then click the “View” menu to access features including “Render, Process View, Process Task View, History, Heat Map, and Used By Items."

On the Process Definitions page, select a definition, then click the “Export” menu to access the following features: “XML, PNG, ZIP, Properties, BPMN, PDF Report, and SQL”.

On the Process Definitions page, select a definition, then click the “Import” menu to access features such as “XML” and “Properties”.

On the Process Definitions page, select a definition, then click the “Security” menu to access features such as “Permissions” and “Definition Locks.” You can grant or revoke permissions to access the Process Definition and unlock it for changes.

On the Process Definitions page, select a definition, then click the “Utils” menu to access features including “Optimize Link Priority, Tags, Master Variables and Globals, Update Waiting Instances, Archive Instances, Usage, and Table View”.

Creating a new Process Definition.

On the Process Definition page, select “Actions > Create”.

In the Create Definition pop-up, enter the definition name. Select the checkbox to open the designer after creation. Select the checkbox to create a definition from an existing template. Expand the Additional Information section and provide the required details. Click the “Create” button to proceed. The new definition is created and appears on the process definition page. The definition displays an editor canvas for configuration.

Create from a file(s).

This function lets you create process definitions using drag-and-drop. Choose the definition XML file from your local folder, then drag and drop it onto the process definition page. The application validates the XML and creates a new process definition. This feature also supports ZIP files that contain multiple process definitions and their sub-workflows. The definitions will be generated and displayed in the Process definitions table.

Design the definition in the process designer.

Choose the definition on the process designer page. Go to “Actions > Design” to open the definition in a new tab. Alternatively, double-click the definition to open the designer page. Selecting multiple definitions opens them in the same designer tab, as multiple tabs or windows aren't permitted.

Lock and unlock process definitions.

By default, an average user can view only the process definitions they have created or have permission to access. They can also view process definitions created by other users if permitted. Depending on the permissions set by the admin or the creator of the definition, the average user can “View,” "Design,” or “Remove” the process definition.

The definition is limited to the user who creates or edits the process. There is no option to collaborate on building workflows; the definition remains locked until changes are saved and the definition is closed.

A locked definition can be unlocked by another user with “View, Design, or Remove permissions” on it. Once unlocked, that user can lock the definition again to prevent further edits. The first user cannot save changes if the definition is no longer locked to them. The application will notify the first user of the lock status and display the username of the person making changes. This safety feature helps prevent multiple users from overwriting content at the same time.

Render process definitions.

Select a process definition, then choose the “View > Render” menu option. The page displays metadata such as creation date, creator, last update date, last updater, and the number of instances. A thumbnail view lets you quickly browse the workflow by moving the white placeholder.

Use the “Search” text box to filter results, and use the hyperlink to navigate to the process step within the large workflow.