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This guide will provide the user with the role process owner with the necessary information and tools implemented in the system to manage the respective processes.
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Click on the button 'Automate' in the Side-menu and select the option 'My process instances'.
Select the menu item 'All started process instances'. All started and not archived process instances of all process definitions the current user is responsible for are listed. The process instances appear in the list, descending on their start date. For more information about how to filter and sort process instance, please regard chapter Filter, sorting and column configuration.
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View all archived process instances
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Click on the button 'Automate' in the Side-menu and select the option 'My process instances'.
Select the menu item 'Archived process instances'. All archived process instances of all process definitions the current user is responsible for are listed. The process instances appear in the list, descending on their start date. For more information about how to filter and sort process instance, please regard chapter Filter, sorting and column configuration.
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View all open process instances by process definition name
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Click on the button 'Automate' in the Side-menu and select the option 'My process instances'.
All process definition names for which the current user is responsible for are listed as a separate menu item. Select one specific process definition for viewing all process instances which are not archived. The process instances appear in the list, descending on their start date. For more information about how to filter and sort process instance, please regard chapter Filter, sorting and column configuration.
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Graphical view of all open instances by process definition name
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Click on the button 'Automate' in the Side-menu and select the option 'My process instances'.
All process definition names for which the current user is responsible for are listed as a separate menu item. Select one specific process definition for viewing all process instances which are not archived. For the graphical view, click on the icon 'Process instances per node' in the lower-left corner.
The bar chart displays the amount of currently open activities in the selected process. Close the graphic by clicking on the upper left button 'x'.
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Archive process instances
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Click on the button 'Automate' in the Side-menu and select the option 'My process instances'.
Select the menu item 'All started process instances' or 'Started process instances'. The process instances appear in the list, descending on their start date. For more information about how to filter and sort process instance, please regard chapter Filter, sorting and column configuration.
Select the process definition, which should be archived by activating the checkbox. Above the process instance list, the button for archiving process instances appears in a green line. On the right side, all process information is displayed. A short message confirms archiving. The archived process instance is now deleted from the list and can be found in the menu item 'Archived process instances'.
By activating more than one checkbox, multiple process instances could be archived.
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Restore process instances
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Click on the button 'Automate' in the Side-menu and select the option 'My process instances'.
Select the option 'Archived process instances'.
Select the process definition, which should be restored by activating the checkbox. Above the process instance list, the button for restoring process instances appears in a green line. On the right side, all process information is displayed. A short message confirms restoring. The restored process instance is now deleted from this list and can be found in the menu item 'All started process instances'. Furthermore, the process instance is also in the list 'Started process instances' of the user who originally started the process.
By activating more than one checkbox, multiple process instances could be restored.
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Reporting
The system provides instance reports and efforts reports, which can be displayed and downloaded as PDF- or XLS-documents. These reports can only be created by process owners.
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Click on the button 'Automate' in the Side-menu and select a process instance view. Select a process instance and open the tab 'Properties. Click on the button 'Reports' and choose the option 'Process instance...'.
The instance report can be customized. Select the options needed and click on the button 'Create process instance report'.
Open the instance report and all described information above will be displayed in an Excel or PDF document.
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Efforts report
The system offers the user reports of efforts to summarize the potential accumulation of monetary and temporal efforts within a process instance. The Efforts report will provide a summary of the hole instance. Efforts may be summarized for either individual tasks or an entire instance. Detailed information on efforts can be found under Elementary features.
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Click on the button 'Automate' in the Side-menu and select a process instance view. Select a process instance and open the tab 'Properties. Click on the button 'Reports' and select the option 'Efforts Report'. The download of the XLS file starts immediately.
Open the instance report and all described information above will be displayed in an Excel document.
