This documentation refers to the new process editor of the platform. If you are using the current process editor, access Process Configuration.

To use a process in the mobile application, you need to activate the Available for mobile option in the Security tab of your general settings. By default, this option is disabled.

Use the Search field – located at the top, to find the process.

In the process diagram, you can see the complete flow that the request can follow, as well as the settings for each component.

You can find more details about the options available for the diagram in Process diagram.

Use the Search field – located at the top, to find the process.

You can find more details about the available options for scripts in Process scripts.

Use the Search field – located at the top, to find the process.

Click this option to display the Form Editor, in which you can create the form, configure all its fields, and the rules for each field.

When the process already has a linked form that the Form Editor has created, the system displays this option as Edit process form .

Use the Search field – located at the top, to find the process.

The system only displays this option when the Form Editor has already created a form that is linked to the process. Click to display the Form Editor in which you can edit the form, its fields, and the rules for each field.

When the process does not yet have a linked form, the system displays this option as Create process form .

Use the Search field – located at the top, to find the process.

The process code is copied to the clipboard.

Use the Search field – located at the top, to find the process.

Title
Name for identifying the process. When you open requests for the process in the Start request feature, this is the name that is displayed. You can edit the process name at any time.

Icon
Graphic element to facilitate the visual identification of the process. To change the icon, simply click the arrow next to the current icon and click the desired icon. You can locate a specific icon using the Search icon  field – located at the top. If you do not select another icon, the system assigns the default icon  to the process.

Instructions
Instructions to help the users of the process to understand it better, such as the purpose of this process, what they can request from this process, who can use this process, among others. The Information tab of the request displays these instructions.

Tags
Labels assigned to the process to facilitate future searches. Tags function as keywords and allow for a more informal and personal way to label the process. You can find a process through browsing or by search, which considers the tags to locate it.

Category
The category to which the process belongs and in which it is displayed in the Start requests feature. Categories and subcategories are useful to organize processes and facilitate their location, by grouping them. To include a subcategory, simply enter the category, a period (.), and the subcategory.

Complement requests
Who can add comments and attachments to ongoing requests even when they are not under their responsibility, thus ensuring that all communication is recorded in the request history instead of being done through other means. The available options are:

• Responsible and requester: when selected, it determines that only the requester – at the time of opening the request – and the person responsible for the stage in which the request is located, can add comments and attachments.

• Responsible, requester, and managers: when selected, it determines that only the requester and the process managers – at any time – and the person responsible for the stage in which the request is located, can add comments and attachments.

• Participants and managers: when selected, it determines that all those involved in the request at some point and the process managers, can add comments and attachments at any time.
  

  → Person A, who was responsible for a certain stage of the request, transferred it to person B. → Even though person A is no longer responsible for any stage of the request, they can still include comments and attachments at any time, as they were a participant in the process at a certain point.

• Any user: when selected, it determines that anyone with an active registration can add comments and attachments to the request at any time.
  

  This option is only valid for public processes. To define a process as public, activate the Make public option in the Security tab.

Track additions
Who should receive notifications when you add a comment or an attachment to the request. This field is not enabled when the option selected in Complement requests is Responsible and requester. The available options are:

• Notify responsible: when checked, it determines that the responsible parties for the stages of the process be notified when someone adds a comment or an attachment to the request.

• Notify requester: when checked, it determines that the requester – the one who opened the request – be notified when someone adds a comment or an attachment to the request.

• Notify manager: when checked, it determines that the process managers be notified when someone adds a comment or an attachment to the request.

Attachment volume
Location where you can store the attachments added to the process requests. It displays only volumes of type Default and Workflow Attachment. You can manage the volume in the Volumes feature of the WCMADMIN user control panel.

Working hours
Working hours you can associate to the process and use in the execution of its steps. The calculations of final deadlines and delays use the working hours selected for the process for steps that do not have their own configured working hours. The Working hours feature displays the existing working hours for selection.

Expiration deadline
Maximum time, in hours, within which you must complete the request to not consider it expired. The entry must be in the format 000:00. Upon reaching the maximum time, the system issues a notification to all involved informing that the request has expired. When configured, the system calculates the time by taking into account the standard working hours registered on the platform. This deadline cannot be less than the notice period.

Notice period
Time, in hours, before the request's expiration deadline, when the system sends a notification informing that the request is about to expire. The input must be in the format 000:00. When configured, the system calculates the time using the standard working hours registered on the platform. This period cannot exceed the expiration deadline.

The actions and options available in the other tabs of the process settings are detailed below, in the step-by-step corresponding to each action.

Use the Search field – located at the top, to find the process.

Type of assignment
How to define the process managers; that is, which persons will have the power to represent any other person involved in the process, as well as receive follow-up notifications of requests. The available options are:

• No person: when selected, it determines that nobody will manage the process; that is, the process will have no managers.
  

  When no manager is defined, the absence of anyone involved in the process means that no one can be replaced.

• Specific group: when selected, it determines that only the persons from a specific group are the managers of the process.

• Specific role: when selected, it determines that only the persons who hold a specific role are the managers of the proces.

• Specific person: when selected, it determines that only a specific person is the manager of the process.

Specific group
Specific group of persons who are the managers of the process. Select the Specific group option in Assignment type to display this field. To see the persons who are part of the selected group, just click View . To remove the selected group, just click Remove  – both located on the right side of the group name.

Specific role
Specific role held by the persons who are the managers of the process. Select the Specific role option in Assignment type to display this field. To see the persons who hold the selected role, just click View . To remove the selected role, just click Remove  – both located on the right side of the role name.

Specific person
Specific person who is the manager of the process. Select Specific the person option in Assignment type to display this field. To remove the selected person, simply click Remove – located to the right of the person's name.

Specific group
Specific group of people who are the managers of the process. Select the Specific group option in Assignment type to display this field. To see the people who are part of the selected group, simply click View . To remove the selected group, simply click Remove  – both located to the right of the group's name.

Specific role
Specific role performed by the people who are the managers of the process. Select the Specific role option in Assignment type to display this field. To see the people who perform the selected role, simply click View . To remove the selected role, simply click Remove  – both located to the right of the role's name.

Specific person
Specific person who is the manager of the process. Select the Specific person option in Assignment type to display this field. To remove the selected person, simply click Remove – located to the right of the person's name.

Use the Search field – located at the top, to find the process.

Those involved in the process can use forms to, during the progress of the requests, provide or query data in a simple and structured way.

The Documents resource and the Form Editor display the existing forms, which are identified as:

• ECM Form: These forms already exist and were created from the Documents resource. You can link and use them in the process as usual; however, you cannot open and edit them in the Form Editor, as they are not compatible.

• New editor form: these forms already exist and were created from the Form Editor, in which you can open and edit them.

These options are active only for forms coming from the Documents feature, as they are not compatible with forms from the new editor.

Unique form record
When activated, it determines that each change in the request overwrites the data of the form record, maintaining a single form record for each request.
If not activated, each change in the request data creates a new version of the form record, thus allowing for a history of all changes made to the request form throughout the process.

Form records inherit security
When activated, it determines that anyone with permission for the form can view the form records that the process creates, even if they do not participate in the process.

You can select up to 15 fields.

You can also edit the description of each field by clicking on it and changing it as desired.

Use the Search field – located at the top, to find the process.

When you unlink a form from the process, you lose all form field settings, such as assignment mechanism, attachment security, and Task Center filters.

After unlinking the form, you can:

• select another existing form to link to the process, which can be a form created from the Documents feature – thus not compatible with the Form Editor – or a form created in the Form Editor, in which you may also edit the form later;

• click Create new – displayed in place of Unlink, to use the Form Editor to create a new form. When you save the created form, the system automatically links it to the process, and you can use the Form Editor to edit the form later. After creating the form, the Create new option reverts back to Unlink.

You can also choose to create a new form in the future from the Create process form option – located on the right side of the top bar. In this case, you should not select any existing form.

You can locate the process using the Search field – located at the top.

The versions are displayed from the most recent to the oldest. Each version shows details such as the version number, who published the version, the comment entered at the time of publication, and the date and time of publication.

Use the Search field – located at the top, to find the process.

Control attachment security
When configured, it determines that you can control the viewing and handling of documents attached to the process requests; that is, you can define which groups, roles, and individuals have specific permissions on the attachments. To configure, simply click Configure attachment security. Click here to view step-by-step instructions.

Update attachment
When activated, it determines that the attachments of the request that are published in the Documents resource are updated in the request whenever they are updated in Documents. If not activated, even if you update the attachment in Documents, in the request it remains in the version it originally had when added. This applies to attachments added to the request from the Documents resource and to attachments added to the request and published in Documents through development on the platform.

Activate process
When activated, it determines that the process is available for use in the Start request resource, meaning you can already open requests for this process. The version available for use is the last one published. By default, this option is activated. However, if deactivated, as long as you do not activate it again, the process is not available for use.

Make public
When activated, it determines that anyone can consult the requests for this process. If not activated, only those who participated in the process, the process managers, or the requester can consult the requests.

Available for mobile
When activated, it determines that the process is available for use in the mobile application of the platform, meaning you can open and manage requests for this process through the application.

Confirm password
When activated, it determines that all steps of the process require the password of the person executing it, aiming to reaffirm the presence of each person in the execution of the step.

Use the Search field – located at the top, to find the process.

The available options are:

• By form field: when selected, it determines that only the person filling in a field of the request form receives the permissions assigned to the documents attached to the process.

• By group: when selected, it determines that only the people from a specific group receive the permissions assigned to the documents attached to the process requests.

• By role: when selected, it determines that only the people who hold a specific role receive the permissions assigned to the documents attached to the process requests.

• By person: when selected, it determines that only a specific person receives the permissions assigned to the documents attached to the process requests.

• By anyone: when selected, it determines that anyone receives the permissions assigned to the documents attached to the process requests.

The available options are:

• Publish attachments: when checked, the configured assignment mechanism defines the people who can attach documents to the process requests.

• Edit own: when checked, the configured attachment mechanism defines the people who can edit the documents they have themselves attached to the process requests.

• Remove own: when checked, the configured assignment mechanism defines the people who can remove the documents they have themselves attached to the process requests.

• View others: when checked, the configured assignment mechanism defies the people who can view the documents that other people have attached to the process requests.

• Edit others: when checked, the configured attachment mechanism defines the people who can edit the documents that other people have attached to the process requests.

• Remove others: when checked, the configured attachment mechanism defines the people who can remove the documents that other people have attached to the process requests.

To view the members of an added group or role, simply click View participants – located on your right side. And, to remove an added item – form field, group, role, or person – just click Delete– located on your right side – and click Delete again in the confirmation message.

Use the Search field – located at the top, to find the process.

Use the Search field – located at the top, to find the process.

In this tab, you can create specific properties for this process, which uses these advanced properties to provide data requested during the process events, through the dataset advancedProcessProperties or through coding.

Attribute
Name for identifying the property.

Value
Value to be defined for the property.

To cancel the addition of the property, just click Cancel.

You can edit the added property by clicking Edit , changing the information, and clicking Saveagain.

To remove an added property, just click Remove.

Use the Search field – located at the top, to find the process.

To cancel the changes made, simply click Cancel instead of saving.

Use the Search field – located at the top, to find the process.

When saving the draft, you save the latest changes you made to the process that you did not yet publish in the version that you are editing, but they are still not available for use when opening requests. You need to publish the process with the changes you have made to be able to use them in the next requests that you open.

Use the Search field – located at the top, to find the process.

The system allows up to two hundred (200) characters in the description.

To the first version, you should add an overview of the process, with information such as its objective, what it allows to request, its target audience, among others.

To a new version, you should detail the changes you've made, as the process history will list them later.

Click this option to automatically perform a consistency analysis of the process configurations. If all the required information and configurations are correct, the process is published. Otherwise, the system displays a message notifying about the existing inconsistencies that you need to adjust in order to publish the process. To return to the process and correct the inconsistencies, just click Return to process and correct.

Once published, the new version of the process containing the latest changes is released for use. Ongoing requests continue with the configurations of the old version. Only newly opened requests have the configurations of the new version of the process.

After publishing the process, in the displayed confirmation message, you can click Return to editing – to go back to the process and continue editing it – or Start request – to open a request in a new tab.

By clicking on the Save draft and go back option, you save all changes made to the process and the system displays the Configure processes feature.

To go back without saving the changes, simply click Go back without saving draft. In this case, you discard all changes that you had not yet saved.

This documentation is valid from the Voyager (2.0) update onwards. If you are using a previous update, it may contain information different from what you see on your platform.

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