How to create a new process

Go to the Process editor menu at the top and click the Create process button on the left.

The process visual editor opens. The default name for a process is New process. You see it at the top of the screen and can change it there.

Then you need to add the first task to the process. Click the Add first task block in the middle of the screen and fill in the required task name and other optional task properties, such as the task description, the assignee, the task duration. The task will be saved automatically.

The default assignee for tasks is Process-starter, and you can select another employee. Process-starter means the person who will start this process in the future. For example, in a Request for purchase process, you could, as the first task, ask an employee to specify what should be purchased. Any employee can start this process, so you cannot select a particular employee as an assignee. For that reason you assign Process-starter for this task, which in the future will be automatically replaced by the name of a particular employee who starts this process.

All due dates of process tasks depend on the process start date. Therefore, process tasks allow you to enter the duration of tasks in days. When the process is started, the due date for this task is calculated as the task creation date + the specified task duration.

You can add fields that an assignee should fill in with the information needed in the process. To do so, select an existing field which you see on the screen, or click the Create new field hyperlink. If you create a new field you can select its type: Text, Number, Date, Duration, Currency, Employee, File, Yes/No checkbox, Drop-down list, Directory. You can also mark any field as required, that means an assignee cannot complete the task without filling it in.

After adding the first task, you can add another task dragging a new block from the palette on the left or hovering your mouse over an existing task and selecting a new block from the menu that appears. You can also add links between tasks and set conditions for these links. You can also edit the properties of the process itself - click the Setting up and starting menu on the left. Here you can choose what the process name will be when starting the processes. By default, all started processes have the same name. If you want each started process to have its own name, select this option - an existing text field or combination of the name and a text field. For example, you create an Order business card process - in it you create an Employee name text field, and then select a combination of the process name + the Employee name field. The name of the started process will then look something like “Order business card John Smith.”

You can set who can start the process − select one of the options:

• Only me − the default option. You use it if you have just created a new process and are still editing it, so you don‘t need anybody (except yourself) to start this process. But after you are sure that your process is ready to go, you need to select some of the following options:
• All employees − all employees of the entire organization can start your process, so that the whole organization can make use of it.
• This process starts on schedule − you can configure on which days, weeks, months or years this process will start automatically without having to start it manually.

You can add followers - your colleagues who will see the progress of started processes and set the duration of the entire process.

You can also add tags to the process, in which case all tasks that are created from this process are automatically assigned the same tags.

After starting the process, your colleagues will be able to fill out the fields and complete the tasks, but will not be able to edit the process (the tasks inside the process or the order of their execution). The process can only be edited by the person who created it. To edit the process that you created, go to the Process editor tab in the menu at the top and click the name of your process.