Create a new Process Instance.

Navigate to the Process > Instances page, then select Actions > Create a menu option. 

The Create Instance pop-up window opens 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. Enter a new Instance name, or click the Generate button to create and insert it into the text box. Check the box to execute the Process Instance after it is created. Check the box to run the Process Instance in Test Mode as a different user. Choose the test mode user from the drop-down list. Click the Create & Execute button to continue. 

The Process Instance is created, and a confirmation message appears in the top-right corner. The instance status remains “not started” until the FlowWright process engine executes it, even if the service runs automatically. Select the Execute - Run Engine menu option to manually start the process engine.   

The Process Instance runs, and its status is shown based on the context. Note: All dates and times are stored in the database as UTC and displayed in the user's local time zone. Engine runtime data is in ISO + UTC format. 

View the Process Instance by status.

On the process instance page, select the “By Status” filter and choose any status from the list. The table will then be filtered according to your selection. 

The list of process instance statuses is provided below. 

Reset Process Instance.

A process instance in “Sleeping / Error / Aborted” status can be reset to its original state by selecting it from the list and choosing Actions > Reset > Selected. This is helpful after an Instance is executed if the process design changes. A new Instance based on the definition does not need to be created to retest it.

A process instance can be reset to the start or any prior step within the Instance. This useful feature makes debugging an Instance easier.

Note: All relevant data for the selected instance will be removed from execution. 

Select a Process Instance from the tables, then click Actions > Reset > To Step to reset the instance to a chosen step. 

Choose the preferred step from the pop-up window.

Click the OK button to start the reset process. A confirmation message appears in the top-right corner when it's complete. 

Remove the Process Instance.

A process instance can be permanently deleted by selecting it from the list and clicking “Remove.” 

When an instance is deleted, all related data, including sub-workflows, tasks, and other elements, will be removed as well.

Mark the process instance as a favorite.

Each user can maintain a list of favorite process instances. If you are working on or monitoring a large workflow, you can easily access it by adding it to your favorites.

Add process instance to favorites.

Adding a process instance to favorites adds it to the favorites section.

Remove the process instance from favorites.

You need to go to the Favorites tab.

Select the process instance in the table, then choose 'Favorites' > 'Remove' from the menu. 

The process instance is unmarked and moved from Favorites to the All folder. A confirmation message appears in the top-right corner. 

Abort process instance.

A workflow instance that is sleeping or waiting can be aborted by selecting it from the list and clicking the “Abort” menu item. The “Abort” menu item is enabled only when the instance is in the “Sleeping” status.

Execute process instance.

This function starts a process instance that has not yet begun. To create process instances for later use, clear the "Execute" checkbox in the "Create Instance" box. 

Select the process instance from the table, then choose Execute > Selected. 

Click OK to confirm execution of the process instance. 

Execute the process instance in Test Mode.

This function starts a process instance that has not yet begun. To create process instances that can be run later, uncheck the Execute checkbox in the Create Instance box. 

Choose the process instance from the table, then select 'Execute > Selected in Test Mode' from the menu. 

Click OK to confirm execution of the process instance in test mode. 

Choose the user from the drop-down menu, then click the “Execute” button to continue. 

Execute process instance with input parameters (Generate AI Test Data) 

This function provides a UI for entering values into variables and globals before execution.  

On the Process Instance page, select the "Execute > With Params" menu option, as shown below. 

A user interface for input parameters will be created using the variables defined for the Instance. It might look like this: Enter the variable values, then select 'Execute' or 'Execute in Test mode' as needed. The process instance will run with the provided parameters. 

You can click the “Generate AI Test Data” button to populate the variables and globals. The process instance will run with the provided parameters. 

Render process instance.

Select the process instance from the list, then click the View > Render menu item. The process instance will open in a new tab, showing the workflow from the start step to the current step (for a sleeping status) or to the last step (for a completed status).

Select Items > Tasks to view the tasks created by the process instance. The task list appears as a table on the same page. 

Select the Items > Forms menu option to view the form task created by the process instance. The form task list appears as a table with a clickable link on the same page. This list also includes forms from sub-workflows.

You can search within the process instance for tasks, steps, forms, and reports by name. Enter the search term in the Search textbox and press Enter. The results will appear in a pop-up window as clickable links. Click a result, and the background workflow will align with it. 

Navigate to Items > Variables > Select the Start or Latest variables menu option to search for variables by name within the rendered process instance. 

A pop-up window displays the list of variables and their values during the “Start” event. 

You can search for variables and globals using the Search textbox. 

Navigate to Items > Variables. Select Change Tracking to monitor variable changes in the process instance. 

Select the variable from the dropdown menu to view the changes, along with the date and time stamp.