AX1536

Editing plan file processes

You can edit a plan file process as desired, regardless of whether it is currently active. The only restrictions are as follows:

  • A step cannot be deleted if plan files are currently active in that step.

  • A step cannot be moved to a different level in the process if plan files are currently active in that step. For example, if the step is currently a sub-step in a multiple approvals step, you cannot move the step to be a top-level step if plan files are currently active in that step.

  • If a grouping column or a process filter is designated for the process, these settings cannot be changed once the process is started.

Note the following editing considerations:

  • If you change the step name, description, or action of an active step, and any current step owners currently have the Process task pane open, they will need to refresh it in order to see the changes.

  • If you change the step owner or due date of the active step, this will cause active tasks for the step to be regenerated with the new information, including sending a new Step Activated notification to new step owners (if applicable).

  • If no plan files are active in a step, you can delete that step. Keep in mind that the deleted step will no longer show in reports or in the Process Status task pane, even if plan files have previously completed that step. If you need the step to continue to show in reports, you can instead configure it so that new plan files skip the step.

  • If you add a step to an active multiple approvals step, the new step will be automatically activated in the process when you save the change to the process definition.

You should carefully consider the impacts of any changes before editing an active process, as certain edits may result in confusing or inconsistent process activity. For example, if some plan files have already completed step 3, and then you add a new step in between step 2 and step 3, the process progression and activity will be different for different plan files. This may be acceptable for an ongoing "on demand" plan file process, where you want to modify the process for the benefit of newly created plan files. However, it may not be acceptable for a one-time process for a traditional file group, where you expect all of the plan files to move through the same steps.