Managing Live Processes

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Managing Live Processes

Overview

When having designed a process through the Live process feature, you will need to publish it or choose to manage it under its different stages.

In order to do so, you use the Manage Live Process dashboard.

 

Throughout this dashboard you may carry out these tasks:

Promote your processes from draft to pilot and then to published.

Clone your processes.

Create new versions of your processes.

Authorize users to new cases on your process.

 

Managing processes

To manage your processes, access the dashboard by clicking on Manage Live Process located under the option called Live Process on the Main Menu.

 

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The dashboard will be displayed where you can see all of your Live Processes and their state (Draft, Pilot, Published). For more information on Live Process's states please refer to Promoting your processes.

 

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The processes will be color coded by state: blue for Draft, orange for Pilot and green for Published.

By clicking on your process's three dot menu Bizagi will show you the different actions you can perform on your Live Process.

 

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You can either change its status, create a copy, edit its diagram or delete it.

It is possible to create a new Live Process from this dashboard. To do so, click on the Create Live Process button, located on top right corner.

 

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Process's configuration

By clicking on one of the Live Processes, its configuration properties will be displayed to the right of the dashboard.

 

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Process tab

Under the Properties tab you will find the following options:

 

Option

Description

Name

Process name.

Description

Brief description of the process.

Category

Select a category for the process. If no category is chosen Bizagi will create a default one called Live processes.

Enable alarms

Enables or disables alarms for the process. The available alarm for Live Processes is the On Expiration Alarm. Which sends an email to the assigned user and their boss when the task expires.

Enable case number

Enables or disables customized Case Numbers for the process.

Prefix / Suffix

Enables the definition of a Prefix and Suffix for the Case number.

Save

Saves changes.

 

The Authorization tab, enables you to select the groups or users that will be authorized to create new process cases.

 

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Collaborators

You can add collaborators to your process from the collaborators tab.

 

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For more information please refer to Collaborative Live Processes.

 

Promoting your processes

Once you have created a process as described at Producing 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.

 

State

Next State

Description

DRAFT

PILOT

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.

 

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PILOT

PUBLISHED

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

 

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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.

 

Cloning processes

Cloning your process creates a copy of your process as a draft. It can be copied regardless of the state it's at. Cloning your processes creates a whole new process identical to the process you just copied. This will reuse your process and it's helpful when you need to automatize a process that is similar to one you've already modeled.

We recommend giving the new process a different name to avoid confusions. The cloned process will start in draft, the owner will be the user who cloned the process and the collaborator's list will be empty.

 

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New versions

Bizagi Cloud allows you to update your processes once they've already been published to achieve continuous improvement. To do so, you just need to create a new version of your process. This will create a copy of your process as a draft where you can apply the changes it needs, test it and publish it again. Unlike cloning processes, Bizagi Cloud recognizes the new version of your process as the same process, even if you change its name. Once you publish the new version, Bizagi will replace your process for its latest version. The new case instances will be on the latest published version of your process. To avoid version mix ups, Bizagi allows you to create a new version once there are no others on draft or pilot states. When you create a new version the process owner and the collaborator's list will remain the same.

 

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Disabling and enabling case creation

Bizagi gives you the capability to disable your processes when they are on Pilot or Published state. This option keeps authorized users from creating new cases without affecting those which are already in process. You can enable or disable your processes whenever you wish. To do so, click on the process's three dot menu and select the option Disable case creation.

 

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After this, Bizagi will show a confirmation window, click on Accept.

 

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Disabled processes will be displayed differently. This procedure doesn't affect your process's state.

 

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To enable your process for case creation, click on the three dot menu and select the option Enable case creation. Then click on Accept on the confirmation dialog.

 

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Promoting your processes from Pilot to Published while disabled or enabled will change it's state but it will remain disabled or enabled.

 

Authorizing users

To enable end users to be able to start a published Live Process it is important to authorize the users you want to have this privilege.

To do so, select the process in which you want to add an authorized user and go to the Authorization tab. Click the plusIcon icon, then click on the User or groups drop down.

 

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Start typing the user or the group on the search bar and select the one you wish to authorize.

 

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Once a different user from the process's creator is authorized, the creator will only be able to create cases if they also authorize themselves.

 

Managing Live Processes' User Groups

To manage user groups click on the Manage groups icon on the dashboard's top right corner.

 

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The Work Portal will display a dialog with all the available groups. Please note that these groups are different from those defined on Bizagi Studio; these groups are for exclusive for Live Processes. Click on the plusIcon icon to create a new group.

 

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The work portal offers a default user group that assigns automatically access to the Admon user, even when the group is not explicitly designated.

 

A dialog will be displayed requesting group name and a brief description. For this example's sake the group we'll be creating will be named "Expenses Group". Once you type your group's name and a brief description click on the save button.

 

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Once your group is created, the next step is to add users to it. To do this, select your group and then click on the gray plus icon and start typing your user's name.

 

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Bizagi will start showing the users whose name contains what you're typing. Select the user from the list and they will be added to the group. Add all the users you wish by typing their names and selecting them from the list.

 

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If you wish to delete a user on your group, hover your pointer over their icon and click on the red x icon that appears over their user icon.

 

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To delete or edit your group, click on your group's the three dot menu and select the action you want to perform.

 

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If you click on edit, a dialog will display where you can edit your group's name and description. To save changes click on the Edit group button.

 

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If you choose delete, a confirm dialog will show, click accept and your group will be deleted.

 

Organizing your processes

The Live process management dashboard offers different ways to organize your processes or filter them. Your processes will be organized by their state by default.

 

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Bizagi offers Advanced filters to help you sort your processes and find what you need. You can filter your processes by name, creation date, category, status and whether or not case creation is enabled.

 

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Given the case you have a large amount of processes you can change the way they are display by clicking on the list_icon icon. To switch back to block view click on the block_icon icon.

 

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