Editing
Process information screen
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Process form
Process actions
Deleting requests
Deleting a process
Only a process manager or an administrator can delete a process. Deleting a process causes all of the associated requests to be deleted.
If the process has "real" (active) requests, only the administrator can delete the process. This is allowed only if the process is not used as a sub-process by actions of another process.
Deleting process requests
Only the process/folder manager or administrator can delete requests that are associated with a process in test mode.
Only the administrator can delete requests that are associated with an active process.
Operational restrictions on active and archived status processes
If the process is active, modifications on it are restricted to the following:
Modify process status
Modify process categories
Modify text, link, or support email of the process and actions
Delete the process
Create a new version of the process
Duplicate the process
Delete associated requests
Modify which users are associated with the process participants from the directories
Modify data visibility (but not security)
If the process is archived, modifications on it are restricted to the following:
Delete the process
Create a new version of the process
Duplicate the process
Delete associated requests
Modify which users are associated with the process participants from the directories
Modify data visibility (but not security)
Activating a process causes a previous active version to be archived. Current/ongoing requests will continue to use the process version that was used when they were launched.
Folder changes
Only a WorkflowGen administrator can move a process from one folder to another. This does not affect the end users, but will affect which process/folder managers may then access the process.
Process categories
Exporting and importing XPDL process definitions
Only a WorkflowGen Administrator or process/folder manager can export and import a process as an XPDL file.
Exported process elements
Imported process elements
Note: As of version 5.1.7, any process that includes a Prior Overdue notification in an action cannot be imported into a version of WorkflowGen 5.1.6 or earlier due to incompatibilities.
Import rules for specific process elements
Import rules for participants
The import rules for participants vary depending on whether they are global or process participants, whether or not a participant with the same name already exists, and whether the import is being performed by an administrator or by a process manager.
Import rules for participants with global scope
If a global participant with the same name as the global participant being imported exists:
The existing global participant will be associated to the process being imported.
The associations in the XPDL file will be added to the existing global participant if the Import associations into existing global participants option is checked; otherwise, the associations in the XPDL file will be ignored.
Note: The Import associations into existing global participants option is always available to administrators, but is only available to process managers when Restrict process managers from editing global participants is set to false. For information on this, see Security in the Configuration Panel section.
If a process participant with the same name as the global participant being imported exists:
The participant will be created in the process scope.
The associations in the XPDL file will be added to the new process participant.
If the participant does not exist:
Only administrators can create new global participants. (Process managers can only create process participants.)
The participant will be created in the global scope.
The associations in the XPDL will be added to the new global participant.
Import rules for participants with process scope
If a global participant (in WorkflowGen) with the same name as the process participant being imported exists:
The existing global participant will be associated to the process being imported.
The associations in the XPDL file will be added to the existing global participant if the Import associations into existing global participants option is checked; otherwise, the associations in the XPDL file will be ignored.
Note: The Import associations into existing global participants option is always available to administrators, but is only available to process managers when Restrict process managers from editing global participants option is unchecked in the Security section on the Administration tab in the Configuration Panel.
If a process participant (in WorkflowGen) with the same name as the process participant being imported exists:
The participant will be created in the process scope.
If the participant does not exist:
The participant will be created in the process scope.
Import procedure
Click the Import button.
Browse for the XPDL file.
Select Import new participants as global participants to import the new participants as global participants (see the previous section, Import rules for participants).
Select Import directory associations to import users associated to existing participants.
Select Import process version number to import the version number.
Select Add your user account to new participants to add your user account as a user (and coordinator, if applicable) to participants representing more than one person (such as A list of persons or A list of persons with coordinators). This option is checked by default. Unchecking this option allows you to not add yourself as long as the participant has the minimum number of users and coordinators to be valid.
Click Import to start the import.
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