Process Instances
Overview
A Process Instance represents a single execution of a published process.
The INBOX → Process Instances page allows users to monitor, control, and audit process executions they have initiated or participated in.
From this page, you can:
- Monitor execution progress and activity status
- View logs, notifications, and runtime data
- Suspend, resume, cancel, or redirect execution flow
- Diagnose errors and licensing-related execution issues
Process Instance Views
On the Process Instances page, you can switch between different views using the View option.
| View | Description |
|---|---|
| My Process Instances | Displays all process instances initiated by the currently logged-in user. This is the default view. |
| All Process Instances | Displays all process instances initiated by all users in the tenant. Requires appropriate permissions. |
Filtering Process Instances by Creation Date
You can filter process instances by their creation date using the Calendar icon 
located under Created At. The system provides several built-in filter options for convenience:
| Option | Description |
|---|---|
| Today | Shows all process instances created on the current day. |
| Yesterday | Shows all process instances created on the previous day. |
| Last 7 Days | Shows all process instances created within the last seven days. |
| Last 30 Days | Shows all process instances created within the last thirty days. |
| This Month | Shows all process instances created during the current month. |
| Last Month | Shows all process instances created during the previous month. |
| Custom range | Allows you to specify a custom date range for filtering process instances. |
Context Menu Options
| Option | Description |
|---|---|
| View | Opens the selected process instance in the Process Instance Page, where you can review its execution details and status. |
| Audit | Opens the Audit Log for the selected process instance, displaying all recorded actions and events related to that instance. |
Initiating a Process Instance
A process instance can be created in the following ways:
- Manually from the Control Room UI
- Programmatically via APIs
Manually Initiating a Process Instance
- Navigate to Processes → BPA
- Select the required process from the grid
- Open the context menu and choose Create a Request
Initiating a Process Instance via API
External applications can initiate process instances using IntelliBuddies Client APIs.
This approach is typically used for system-to-system integration scenarios.
Activity Category License Enforcement
Process execution is governed by Activity Category–level licensing.
Each activity belongs to an Activity Category (for example, Primitive, Integration, RPA, AI).
A process instance can execute an activity only if the associated subscription includes a valid license for that category.
How License Enforcement Works
- License validation is performed at runtime, just before an activity executes
- The system verifies whether the subscription includes the required activity category
- Validation applies uniformly across all process instances
Enforcement Behavior
- If the required activity category license is available, execution proceeds normally
- If the license is missing:
- The activity execution is blocked
- The process instance transitions to a Faulted or Suspended state (based on the configured error strategy)
- A clear error message is recorded in:
- Activity logs
- Process instance logs
- Error Details view
User Feedback
When execution is blocked due to licensing:
- The system clearly identifies the missing activity category
- Explains why execution was restricted
- Advises users to contact an administrator or licensing manager
This ensures transparent and predictable runtime behavior aligned with subscription entitlements.
Suspending a Process Instance
Suspending a process instance pauses execution and suspends all associated active tasks.
Suspend a Single Instance
- Navigate to INBOX → Process Instances
- Right-click the instance
- Select Suspend
Suspend Multiple Instances
- Select multiple instances using checkboxes
- Click Suspend in the toolbar
Suspending a process instance also suspends all associated human and buddy tasks.
Resuming a Suspended Process Instance
A suspended process instance can be resumed manually or programmatically.
To resume from the UI:
- Navigate to INBOX → Process Instances
- Right-click the suspended instance
- Select Resume
Cancelling a Process Instance
Cancelling permanently stops a running or suspended process instance.
- Right-click the instance and select Cancel
- For bulk cancellation, select instances and click Cancel in the toolbar
Changing the Execution Flow of a Process Instance
Authorized users can move execution forward or backward to a specific activity.
Steps:
- Open the process instance
- Navigate to the Process Monitor tab
- Right-click the target activity
- Select Move To
- Requires the Initiate Process Instance permission
- Not available in embedded Process Monitor views
- Rolling back retains previously entered form data
- Rolling forward may cause data loss if activities are skipped
- In parallel flows, other branches may still need completion
Process Instance Audit
The Process Instances page provides access to detailed audit logs for every process instance. These logs record user actions and system events, enabling traceability, compliance, and operational troubleshooting.
You can open the audit logs by right-clicking a process instance and selecting Audit.
Process Instance Audit Logs
The Audit Log captures all significant actions performed on a process instance by users or the system. Each entry records what action occurred, who performed it, and when it happened.
The following audit events are recorded:
| Event | Description |
|---|---|
| Instance Created | A new process instance was created. |
| Instance Viewed | A user opened the process instance by selecting View. |
| Instance Suspended | A running process instance was suspended by a user or system action. |
| Instance Resumed | A previously suspended instance was resumed. |
| Instance Cancelled | The process instance was cancelled. |
| Moved to Target Activity | A user manually navigated the execution to a specific activity in the workflow. |
| Session Count Updated | The session or concurrency count of the instance was modified. |
| Process Instance Data Updated | One or more instance-level data values were edited. |
| Model Data Updated | One or more model data values were updated during execution or by user action. |
Purpose of Audit Logs
Process Instance Audit Logs provide:
- Operational traceability – Track exactly how an instance was handled
- User accountability – Identify who performed which action
- Compliance support – Maintain a complete activity trail for audits
- Troubleshooting visibility – Understand how and why an instance reached its current state
Audit logs are immutable and form the authoritative history of each process instance.
Overriding Maximum Allowed Sessions
Each process has a configured Maximum Allowed Sessions value.
If this limit is exceeded, the process instance is automatically suspended.
Authorized users can override this value:
- Right-click the instance and select Edit Max Session Count
- Or open the instance and use the toolbar option
Process Instance Page Tabs
The Process Instance page contains the following tabs, each providing focused visibility into execution, data, and diagnostics.
General Information
| Information | Description |
|---|---|
| Process Name | Shows the name of the Process executed by this instance. |
| Process Version | Indicates the version of the Process executed by this instance. |
| Started Date | Displays the start date and time of the process instance. |
| Completed Date | Shows the completion date and time of the process instance. |
| Execution Time | Indicates the total duration of the process instance. |
| Process Instance Name | Shows the specific name assigned to the process instance. |
| Process Instance Id | Indicates the unique identifier assigned to the process instance. |
Process Monitor
Provides a visual representation of the execution flow, showing:
- Currently executing activities
- Completed and faulted activities
- Execution duration per activity
You can double-click an activity to view execution details.
Viewing Task Data
For task-based activities (eForms), use View Data from the activity context menu to see submitted form data after task completion.
Activities
Displays all activities executed as part of the process instance.
Columns include:
Workflow, Display Name, Session, Status, Started At, Ended On, Duration
Activity Status
| Status | Description |
|---|---|
| Active | Activity is currently executing |
| Passed | Activity completed successfully |
| Faulted | Activity failed during execution |
Viewing Error Details
Double-click a faulted activity to view:
- Error message
- Exception type
- Source
- Stack trace
- Additional diagnostic data
Human Tasks
Displays all human tasks created by the process instance.
- Completed task data can be viewed using View Data
- Available only for completed task activities
Buddy Tasks
Displays all buddy (RPA) tasks created by the process.
- Execution logs can be viewed by double-clicking a task
- Includes both active and completed buddy executions
Process Data
Displays the latest runtime values of Model Data and Form Data.
Editing Process Data
To edit data:
- User must have Maintainer role or Update Process Instance Data permission
- Double-click a leaf property and update the value
Track Changes
A history icon appears when data is modified.
- Clicking it shows a complete change history for that field
Logs
Displays all logs generated during process execution, including:
- System logs
- Activity execution logs
- Error and diagnostic messages
Notifications
Displays process instance–specific notifications generated during execution.
- Process initiators and users with Manage All Process Instances permission can view all notifications
- Other users can view only notifications addressed to them
Summary
The Process Instances page is the primary operational interface for monitoring, controlling, and diagnosing process execution.
With the introduction of Activity Category–level licensing, this page plays a critical role in surfacing runtime enforcement behavior, errors, and execution state in a transparent and actionable manner.