Editing

Process information screen

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Links	Remarks
Information	Displays the process form in edit mode
Participants	Displays process participant list
Data	Displays process data list
Form	Displays the form designer
Workflow	Displays process action list

Additional links

Links	Remarks
Full screen	Displays the contents of the different tabs in the menu bar in full screen
Report	Displays the process documentation and checks for the validity of the process definition
Test	Launches a new test request for this process

Process form

Fields	Remarks
Template	Selection of workflow templates to be tested directly, customizable and usable in the Default list or in the Library Default: 2 levels approval Parallel tasks Simple approval Simple request Library: Expense report Software helpdesk Investment application IT Changes IT Clearance application Leave application New Product Creation Work Order A customized workflow template can be created and deployed on the server with the following folder and file structure: \wfgen\App_Data\Templates\Processes\[language]\[folder name]\[process name]v[x].xml 📌 Example: \wfgen\App_Data\Templates\Processes \En\MyCompany\MY_PROCESSv1.xml ✏️ Note: Only processes with forms created with the built-in form designer can be used as workflow templates.
Name	Unique identifier for the process; must respect nomenclature and be limited to 30 characters (required field)
Version	Process version number is read-only and automatically increments when creating new version
Description	Process description limited to 255 characters (required field)
Status	Process status: Active In test Under construction (default) Archived
Built-in form: Enable form designer	Activate the built-in form designer
Sub-process: Enable sub-process mode	Determines if the process can be used as a sub-process by another process, from an API call, or as a stand-alone process
Access level	Required field if the sub-process option is checked If the process was declared as a sub-process, you can choose between two access levels: Private: The process can only be instantiated by a parent process Public: The process can be manually launched from the User Portal or instantiated by a parent process or external application
Categories	Process categories list The Add link allows categories to be added to or removed from the process.
Lead time	The amount of time before the process is considered late Units: Years Months Days (takes only working days into account) Hours (takes working days and hours into account) Minutes (takes working days and hours into account) Seconds (takes working days and hours into account) You can choose the way lead time will be calculated enabling or disabling the Use working days/hours to calculate the duration option.
Use working days/hours to calculate the duration	Calculate duration based on office hours
Request closure notification: Notify the requester	Send an email to the requester of the process upon closing the process (unchecked by default)
Archiving: Archive action associated with the data	Save the result of each request action at each step of the process (unchecked by default) If this option is not activated, all of the action history data and files are deleted once the request is closed and only the final data and files will be stored.
Process data storage	Allow process file data (including attachments) to be stored in the database This allows you to perform online WorkflowGen data backup without interrupting service (WorkflowGen users can continue to work during the backup). ✏️ Note: The maximum supported process data file size is 2147 MB (2.147 GB)
Help text	Process help text in the user module; the Add link allows this text to be edited
Help link	URL of an external help document on the process, visible in the user module
Test	Test the Help link in a new browser window
Support email	Email for process support which will be displayed in the user module

Process actions

Functions	Remarks
New version	Creates a new version during process development This also allows the capability to create a new version from an XPDL definition file. The version number found in the XPDL will be kept if the version number was not already used for the current process; otherwise, it automatically increments.
Duplicate	Duplicates the current process definition as a new process
Move	Allows the process to be moved into a new folder
Export	Allows the process to be exported as an XPDL file
Import	Allows the process to be created from an XPDL file
Delete requests	Displays the dialog box for deleting requests

Deleting requests

Fields	Remarks
Request type	Type of requests to delete: All In test Real (active)
Request status	Status of requests to delete: All Open Closed Closed – completed Closed – cancelled
Launching period	Defines the launching period for requests to be deleted from Icons display a calendar allowing the date to be chosen.
Request number	Request numbers to delete (separated by commas)

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

Area / Actions	Remarks
Available	Available categories
Selected	Selected categories
Add ...	Link to a simple add category screen
Click >> or double-click an item in the Available list	Add selected categories from the Available list to the Selected list
Click << or double-click an item in the Selected list	Remove selected categories from the Selected list
Save Button	Saves updates
Close Button	Closes the window

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

Elements	Description
Process Information	All process general information
Participants	All participant information
Data	All data information
Form	All form data
Workflow	All workflow action information

Imported process elements

Elements	Description
Process Information	All process general information
Participants	All participant information
Data	All data information
Form	All form data
Workflow	All workflow action information

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

Fields	Remarks
Process version	When creating a new process by importing an XPDL, the version number of the process in the XPDL will be used. When creating a new version of a process from the WorkflowGen database, the version number of the new process will have the latest version number. When creating a new version of a process from an XPDL file, the version number of the new process will have the version number in the XPDL file if the version number of the process hasn’t been already used; otherwise the latest version number will be automatically incremented for the new process.
Process category	No category will be added to the process if the category information is missing in the XPDL file. If the category doesn’t exist in WorkflowGen, it will not be added to the process.
Process notification to requester on closed	The notification will be checked if the notification value is missing in the XPDL file or the value is set to Y. If N is set as value in the XPDL file then the notification is unchecked.
Participant scope	See the next section, Import rules for participants.
Participant associated user(s)	No user will be added to the participant if the user information is missing in the XPDL file.If the user doesn’t exist in WorkflowGen, it will not be added to the participant.
Participant associated group(s)	No group will be added to the participant if the group information is missing in the XPDL file.If the group of a directory doesn’t exist in WorkflowGen, it will not be added to the participant.
Participant associated directory(ies)	No directory will be added to the participant if the directory information is missing in the XPDL file. If the directory doesn’t exist in WorkflowGen, it will not be added to the participant.
Participant associated coordinator(s)	No coordinator will be added to the participant if the coordinator information is missing in the XPDL file. If the coordinator doesn’t exist in WorkflowGen, it will not be added to the participant.
Data security	In the "allow access for specific participants" case, if the user doesn’t exist in WorkflowGen, it will not be added to the access list.

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

1. Click the Import button.

   
2. Browse for the XPDL file.

3. Select Import new participants as global participants to import the new participants as global participants (see the previous section, Import rules for participants).

4. Select Import directory associations to import users associated to existing participants.

5. Select Import process version number to import the version number.

6. 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.

7. Click Import to start the import.