AX1097

Creating process definitions

Using a process definition, you can define the set of steps to be managed and tracked as part of a process, including step order, ownership, associated actions, and due dates.

Process definitions are stored in the Process Definition Library. Access to the definitions is controlled by the file security settings on the Files tab of security. Only users who need to create and modify the process definitions need access to these files. Users who are assigned to perform individual steps in the process do not need access to the definition in order to perform the task or to view the process status.

NOTE: This topic discusses how to create a general process definition. If you want to manage plan files in a planning process, then you should use a plan file process definition instead. General process definitions and plan file process definitions share certain basic settings, but plan file process definitions are dedicated to plan file process steps, and also support additional features that are unique to plan file processes. For more information on using and creating a plan file process definition for a file group, see Plan file processes.

Process definitions are typically created by administrators, or other power users who are responsible for administrating parts of the system. The creator of the process definition needs to understand all steps of the process, who needs to perform each step, and when that step needs to be performed.

Process definitions do not have any impact on the system until they are activated.

To create a new process definition:

1. On the Axiom tab, in the Administration group, click Manage > Processes > Process Definitions.

   NOTE: In systems with installed products, this feature may be located on the Admin tab. In the Workflow group, click Process Management > Process Definitions.

   The Axiom Explorer dialog opens, filtered to show the Process Definition Library. If you have access to the Process Definitions folder for any file groups, those folders also display here.

2. Right-click the Process Definition Library (or a subfolder), then click New > Process Definition. If you want to create a process definition for a file group, you can right-click the Process Definitions folder in the file group.

   The Edit Process dialog opens. As you are working in this dialog, any validation errors for missing or invalid settings will display at the bottom of the dialog. You can save the process definition with configuration errors, however, you will not be able to start the process until all configuration errors are resolved.

3. In the Process Properties tab, complete the general process settings as desired. For more information, see:

   • Designating the process owner
   • Configuring process visibility to step owners
   • Process definition properties

4. In the Process Steps tab, define the steps for the process.

   • To add a step, click Add and then select the type of step to add. New steps are added after the step that you currently have selected in the list.

     However, if the currently selected step supports sub-steps, then the new step is added as a sub-step. This applies to step types such as Parallel Subprocess. In this case, if you want to add a new top-level step that comes after the subprocess step, you must click Add After Current Step and then select the type of step to add.

   • To remove a step, select that step and then click Delete. If the deleted step has child steps, those steps are removed as well.

   • To change the order of steps, you can drag and drop them to different locations in the list.

   • To copy a step, select the step and then click Duplicate. You can then modify the copied step as needed and move it to the desired location in the list.

   Steps are performed in the order listed. By default, steps are dependent and sequential—meaning, each step in the list must be completed before the next step can be done. However, it is possible to use a Parallel Subprocess to define parallel steps—meaning multiple steps that are not dependent and can be performed at the same time. The parallel steps are then defined as sub-steps to the Parallel Subprocess. (Multiple Approvals Process Steps also behave like Parallel Subprocesses.)

   Once you have added a step to the process, you can configure the settings for that step in the right-hand pane. This includes the display text for the step, the step ownership and due date, and other properties specific to the step type. You can also configure step-specific notification settings.

   For more information on configuring the steps in the process, see the following topics:

   • Assigning owners to process steps
   • Defining the due date for a process step
   • Process step types
   • Defining notifications at the step level

   TIP: In most cases, you should configure the process-level notification settings on the Notifications tab before configuring any step-level notification settings. This way the steps will have access to the inherited process-level settings.

5. In the Notifications tab, complete the notification settings for the process. You can enable or disable notifications for the process, define the default notification delivery method, and define default notifications to apply to the steps in the process. For more information, see Configuring notifications for a process.

6. Click Apply to save, or OK if you are finished editing.

Copying an existing process definition

You can create a new process definition by copying an existing definition. To do this, use normal Axiom Explorer functionality:

• Right-click the definition file in the Process Definition Library, and then select Copy.
• Right-click a folder, and then select Paste to paste a copy of the file. The new file will be named OriginalFileName - Copy.
• Rename the file, then open the file and change the process definition settings as desired.

Creating a general process definition for a file group

You can create general process definitions that belong to a file group. For example, you might use a general process definition in a file group to document and manage the rollover procedures for the file group.

General process definitions in file groups have the following special properties:

• The processes are stored in the Process Definitions folder of the file group, instead of in the Process Definition Library.

• All step types that require a designated file group are automatically associated with the current file group. There is no option to specify a file group because the current file group is assumed.

• Processes can be copied when the file group is cloned, so that you do not have to create new processes for cloned file groups.

• The ability to create and edit processes for a file group is reserved for administrators and for users with the appropriate file access to the Process Definitions folder of the file group (as granted on the Files tab of the Security Management dialog).

General process definitions cannot be used to manage the plan files in a file group through a defined set of planning steps. To do that, you must use a plan file process definition. This is a special type of process definition that can only be created in a file group. For more information, see Plan file processes.