Process Definitions

Understand the list of functions available for Process Definitions

Last published at: November 17th, 2025

This function assists in building a process workflow.

Process definitions include the design for each process. Definitions can be managed through the process definitions screen. The definitions UI appears as follows:

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

Create a new definition
Design (or modify) a definition
Debug a definition workflow
Edit a 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
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 permissions to users or application roles 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 like “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 and click the “AI Copilot” menu to access features like “Create Process and Summarise Process"

On the Process Definitions page, select a definition and click the “View” menu to access features such as “Render, Process View, Process Task View, History, and Heat Map."

On the Process Definitions page, select a definition and click the “Export” menu to access features such as “XML, PNG, ZIP, Properties, BPMIN, PDF Report, and SQL."

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

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

On the Process Definitions page, select a definition and click the “Utils” menu to access features such as “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, choose the Actions—Create menu option. A pop-up window with configuration options will then appear.

On the Create Definition pop-up, enter the definition name. Use the checkbox to open the designer after creating it. Use the checkbox to create a definition from an existing template. Expand the Additional Information section. Provide the required details. Click the Create button to proceed. The new definition will be created and appear on the process definition page. The definition is shown with an editor canvas for configuration.

Create from a file(s).

This function allows creating process definitions via drag-and-drop. Choose the definition XML from your local folder. Drag and drop the file 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 shown in the Process definitions table.

Design the definition in the workflow designer.

Choose the definition from the process designer page. Go to the Actions—Design option to open the definition in a new tab. Or, double-click the definition to open the designer page. Note that selecting multiple definitions opens them in the same designer tab, as multiple tabs or windows are not permitted.

Lock and unlock process definitions.

By default, an average user can only view the process definitions they have created or have permission to access. They can also view process definitions made by other users if allowed. Depending on the permissions set by the admin or the user who created 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 work together on building workflows; the definition remains locked until changes are saved and closed.

The locked definition can be unlocked by another user who has View, Design, or Remove permissions on it. Once unlocked, this second 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 about the lock status and show the username of the person making changes. This safety feature helps prevent content from being overwritten by multiple users at the same time.

Render process definitions.

Select a process definition and navigate to 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 feature is available to quickly browse the workflow by moving the white placeholder.

You can use the “Search” textbox to filter results and the hyperlink feature to navigate to the process step on the large workflow.