Promoting Processes

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Promoting Processes

Once you have created a process as described at Designing Live Processes, make sure you publish it when ready so that your end users can start working on it.

Live Processes have several states before becoming productive.

These states are DRAFT, PILOT and PUBLISHED and are described below.



Next State




This is the initial state, when a process is in DRAFT state, the creator can perform any changes as he/she requires.

In draft, you may not create new case instances. You can edit, delete, copy the process and authorize users.


Click on Promote to Pilot option on the three dot menu in order to change the state to PILOT.






When a process is in PILOT state, the process can be tested directly in the Work Portal as it would be displayed when published.

This state allows you to create new case instances in the Work Portal, from the New Case option.

In this state you can delete or copy the process and authorize users for testing purposes. You can also return your process to DRAFT so you can edit it.

New case instances will have a (Pilot) prefix in the case's number displayed in the Inbox.


Click on Promote to Published option on the three dot menu to change the state to PUBLISHED






When a process is in PUBLISHED state, it is officially in production and is available for every user within the organization according to their access rights.


Once the process is PUBLISHED it cannot be edited nor deleted. You may add a new version, copy the process, authorize users and create new cases.


Invalidating Cases (Pilot to Published state)

When a Live Process has already been promoted from Draft to Pilot state, the process can be tested by creating pilot cases. Once the Live Process has been validated, it can be promoted to Published state in order to allow users to create real cases of that Live Process. When a Live Process that is being promoted from Pilot to Published had test case instances, the user will be prompted with the option to keep those cases on-going or to invalidate them (all cases will be dropped and their associated information will be lost).






Once prompted, the user will have 3 options:

Promote the Live Process invalidating all ongoing test cases: Click Accept and keep the option ticked.

Promote the Live Process keeping all ongoing cases: Click Accept and leave the option unchecked.

Cancel the operation: Click on Cancel.





When a Live Process is returned to Draft from Pilot state, all test case instances will always be invalidated.