Process instance actions

Discover how to control and manage process instance actions.

Last published at: April 11th, 2024

Create a new process instance

A new process instance can be created from a process definition by clicking the Actions - Create menu option.

 

The “Create Instance” popup is displayed for configuration. 

 

Generate instance name

The generate functionality generates a name for the new instance based on the definition name and the next 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, and the newly generated instance is created. Once the instance is created, the workflow instance will have a status of “executing”, as shown below:

 

Reset process instance

A started workflow can be reset back to its original design by selecting a process instance from the list and by clicking the “Actions -> Reset -> Selected” button.  This is useful, after executing an instance if the design of the process changes.  A new instance based on the definition does not have to be created to re-test the definition. A workflow instance can also be reset back to any given point of execution, an executed step within the Instance. This is useful when debugging an Instance.

 

Note: All the relevant data of the execution shall be removed for the selected instance. 

 

A started workflow can be reset back to a selected workflow step by selecting a process instance from the list and by clicking the  Actions - Reset - To Step menu option.  

 

Select the desired step from the popup window and confirm. 

 

NOTE: All the relevant data of the execution shall be removed for the selected instance. 

 

Remove process instance

A process instance can be removed permanently by selecting an instance from the list and by clicking the “Remove” menu option.  When an instance is removed, all data associated with the instance will be also removed—items such as sub-workflows, tasks, and any other associated data.

 

Mark process instance as favorite

Each user can maintain a list of favorite process instances.  At times, there might be a large workflow that you are working on or monitoring, just add it to the favorite list, and you can navigate to it easily.

 

Add process instance to favorites

Add to favorites will add the selected process instance to the favorites section.

 

 

Remove process instance from favorites

Navigate to the Favorites tab.

 

Select the process instance from the table and navigate to Actions - Favorites - Remove menu option. 

 

 

Abort process instance

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

 

 

Execute process instance

This function starts the execution of a process instance which is not started yet. To create such process instances that can be executed later, uncheck the Execute checkbox on the Create Instance box. 

Select the process instance from the table and navigate to the Execute - Selected menu option. 

 

Click OK to confirm the process instance execution. 

 

Select the process instance from the table and navigate to the Execute - Selected in Test Mode menu option. 

 

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

 

Select the user from the drop-down list and click on Execute to proceed. 

 

 

Execute process instance with input parameters

This function provides a UI to input values to the variables/globals before execution.  

On the Process Instance page select Execute - With Params menu option as shown below. 

 

Based on the variables defined for the Instance, an input parameter UI will be generated.  UI may look as follows. Provide the variable values and select Execute or Execute in Test mode as required. The process instance is thus executed with parameters. 

 

Render process instance

Select the process instance from the list and click View - Render menu item. The process instance shall be rendered in a new tab, displaying the process workflow from start step to current process step (for sleeping status) or till the last process step (for completed status).

 

Select the Items - Tasks menu option to view the tasks created by the process instance. The task list is displayed as a table on the same page. 

 

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

 

Search within the process instance for tasks, steps, forms, and reports by their names. Type in the information in the Search textbox and press enter. The search result is displayed in the popup window as navigable links. Click on the search item and the workflow in the background aligns correctly to the result. 

 

Navigate to Items - Variables - Select the Start / Latest variables menu option to search within the rendered process instance for variables by their names. 

 

Type in the information in the Search textbox and press enter. Likewise, the Globals can be searched by their names within the rendered process instance. 

 

Navigate to Items - Variables - Select the Change Tracking menu option to track the variable changes within the process instance.  The process instance displays the "Test User" information.

 

Select the variable from the dropdown list to view the changes with the datetime stamp.