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Process Instances

Introduction​

A process instance refers to the instance of a BPA process execution. You can find all the process instances you initiated or participated in under the INBOX > Process Instances page.

Process Instance Views​

In the Process Instance page in the Control Room, you can select different views by choosing View from the Context Menu. You have the following viewing options.

ViewDescription
My Process InstancesShows all the Process Instances initiated by the user currently logged in. It is the default view.
All Process InstancesShows a list of all the Process Instances initiated by all the users in Control Room.

Initiating Process Instance​

There are two methods for creating a process instance.

Manually initiating a process instance​

To initiate a process instance, go to the Processes > BPA page in the Control Room.

  • Choose the Process from the grid.
  • Click on Context-Menu > Create a Request option

Initiating Process Instance through API​

You can initiate a process instance from external applications using IntelliBuddies Client APIs.

Resuming a suspended Process Instance​

To resume the suspended process instance, perform the following steps:

  • Navigate to the INBOX > Process Instances page.
  • Select the process instance to be resumed
  • Right-click, and select Resume option

note

Suppose a process executes the Suspend activity and pauses the Process.

Canceling a Process Instance​

To cancel the process instance which is currently running or suspended, perform the following steps:

  • Navigate to the INBOX > Process Instances page.
  • Select the process instance to cancel.
  • Right-click and select the Cancel option

Changing flow of a Process Instance​

If you want to move a process forward or backward to a specified activity, do the following steps:

  • Navigate to the INBOX > Process Instances page.
  • Select and open the process instance you want to roll forward or back.
  • Go to Process Monitor tab
  • Now right-click on the target activity where you want to roll the Process forward or back and click Move To from the context menu.
note

  • A user should have Initiate Process Instance permission to use this feature.

note
  • This feature is unavailable in the Process Monitor embedded in external applications.
note
  • If you roll back a process, any previously entered data in forms is retained but can be changed when you reopen the forms.
  • Data loss may occur if you roll a process forward by skipping the activities involving human tasks or retrieving data from external systems.
  • If you roll back a process to an activity in the middle of one branch with multiple branches, the other branches may still need to be completed.

Auditing Process Instance​

To access detailed information about a process instance, perform the following steps:

  • Navigate to the INBOX > Process Instances page.
  • Select the process instance to audit.
  • Double-click or right-click and select View from the context menu to open any specific process instance.

The process Instance page has the following tabs:

General Information​

This tab contains essential details about the Process and its instance. You can easily view the start and end time of the process execution, as well as the duration it took to complete. Here are the details listed as part of this tab.

InformationDescription
Process NameDisplays the title of the Process used by this instance.
Process VersionDisplays the Process version used by this instance.
Started DateShows the commencement date and time of the process instance.
Completed DateDisplays the completion date and time of the process instance.
Execution TimeDisplays the duration of the process instance.
Process Instance NameDisplays the name of the process instance.
Process Instance IdDisplays the unique identifier of the process instance.

Process Monitor​

This tab allows you to monitor the flow of process execution. It provides activity indicators indicating which activity is executing and whether any activity has resulted in an error. You can view additional information about a specific instance by double-clicking on an activity. It includes the start and completion time of the activity execution and the duration it took to complete. If the activity involved Human or Buddy Tasks, they will also be listed.

Activities​

In this tab, you can observe the specifics of completed activities and those currently in progress.

Human Tasks​

This tab shows all the tasks created by the Process that require human attention.

Buddy Tasks​

In this tab, you can view all the tasks assigned to your buddies created by the Process.

Process Data​

You can check the most recent updates on your data models in this tab.

Logs​

This tab lets you view all the logs linked to the process instance.