Create a New Process Instance.

Learn to create a new process instance and other functions

Last published at: July 29th, 2025

This function creates a new process instance from the process instance page. You can create a new process instance from the process definition page and initiate it by submitting a form with the necessary parameters.

You must navigate to the Process - Instances page. Select Actions - Create a menu option.

The Create Instance popup window is displayed for configuration. Select the process definition from the drop-down list. Use the buttons to sort the process definition list by last modified date OR by name. Provide the new instance name or use the Generate button to create the new instance name and place it in the text box. Please select the checkbox to execute the process instance after it has been created. Select the checkbox to execute the process instance in Test Mode as a different user. Select the test mode user from the drop-down list. Click the Create & Execute button to proceed.

Generate process instances from the process definition.

On the Process Definitions page, select the process from the table and click the Actions> Create Instance menu option.

The Create Instance box is rendered in the right pane for configuration, as shown below. The generate functionality generates a name for the new instance based on the definition name and the following incremented index for the selected definition from the pull-down menu, as shown below:

Select a process definition from the pull-down menu list and click the “Generate” button to create the new instance name. Click the “Create & Execute” button to create the newly generated instance. Once the instance is created, it will have the status of “executing.” The instance can be rendered directly by clicking the "View Instance" link, as shown in the following example. All dates/times are stored in the database as UTC and displayed based on the user's local time zone.

Note: Engine runtime data is in ISO + UTC format.

Generate test data using AI for process variables and globals.

On the Process Definitions page, select the process from the table and click the Actions> Create Instance menu option. The Create Instance box is rendered in the right pane for configuration, as shown below. Click the Generate AI Test Data button. The test data is generated and populated for all process variables and globals configured in the process definition as below.

Test mode.

Test mode allows you to test a process, such as routing tasks, forms, or emails, to different users. However, when executed in “Test Mode,” users configured for functions, forms, and emails are ignored and automatically sent to the executing user.

Running the engine manually.

The process engine can be executed manually by clicking the “Run Engine” menu item. This will execute the following item to be processed from the process instance request queue. Note: The run engine is only displayed if the engine is not running

Refresh process instance list.

Use the refresh icon above the process instance table instead of refreshing the page.

Reset process instance.

A process instance in sleeping / aborted status can be reset to its original design by selecting it from the list and clicking the Actions—Reset—Selected menu option. This is useful after executing an instance if the process design changes. A new instance based on the definition does not have to be created to re-test the definition.

The Reset Instance popup window is displayed below. Click OK to reset the process instance.

You can navigate to the Process Instance page to verify the reset instance.

Reset process instance to a step.

A process instance in sleeping / aborted status can be reset to its original design by selecting it from the list and clicking the Actions—Reset—To Step menu option. This is useful after executing an instance if the process design changes. A new instance based on the definition does not have to be created to re-test the definition.