Additional Instance details can be displayed in two views:

• Detailed View - Displays the Instances list and selected Instance details separately. In this view, clicking an Instance Record Name will hide the Instances list and display the selected Instance's Progress bar. This view is helpful when it is necessary to work with only one specific Instance, with no need to switch between different Instance quickly. This View will be used when button (5), above, is active:

• Split View - Displays the Instances list and selected Instance details on the same screen. In this view, clicking an Instance Record Name will display the selected Instance's progress bar at the top of the screen, while also maintaining the Instances list below. This View will be used when button (6), above, is active.

The desired Process Version maybe selected from the picklist, in order to display its list of Instances.

Started Records (11), Planned Records (12) and Scheduled Records (13; shown only for processes with a start method of "Scheduled") buttons allow the user to switch between viewing Instances in those phases, correspondingly.

The Filtered View selector (14) allows the user to filter which instances should be displayed in the list, providing the following options:

• All
• Active
• Completed
• Any custom Filter created and saved by the user

The Instances List (15) displays all Instances that meet the selected filter criteria, along with the following information:

• Record Name (16) - A link that, when clicked, will display details according to the selected Detailed and Split View.
• Date and time when the Instance was started (17)
• Total duration of the Instance (18)
• List of active steps (19)
• Risk (20) of being late
• Checkmark indicating if this Instance is completed (21)
• Checkmark indicating if this Instance is active (22)

Each Instance record has a menu (23) that allows the user to perform the following actions:

• View Process (24) - Performs the same function as clicking the Record Name, describd above.
• Open Gantt (25) - Displays the Gantt chart for the selected instance
• View Record (26) - Navigates to the proper Instance record page
• Delete (27) - Deletes the selected Instance

The Active Steps column displays the name of one of the active steps and, if applicable, "+N", where N is the amount of additional active steps (28). Hover the cursor over this cell will display a popup with more detailed information (29):

Step names in this popup are special links. When clicked, an Instance progress bar will be displayed and this step will be selected. If the progress bar is set to "Standard" and the Process has branches, the proper branch's progress bar will be displayed.

The Risk column displays an aggregated Risk visualization, which is dependent upon the calculated Risk values of active steps. Risk is an estimated value that considers how much time is left until a step's intended Duration will elapse. The Risk value can be calculated independently or including a buffer, which is defined as the amount of time that has been "saved" or "overspent" by previous steps being completed ahead of their intended Duration.

The Risk indicator comprises two semicircles; left is risk without buffer, right is risk with buffer:

Clicking the Settings button (8) will display a submenu with the following items:

• Edit View (30)
• Delete View (31)
• General Settings (32)

General Settings allows the user to define:

• Default view mode (Details or Split)
• Progressive load # - The number of records loaded at one time. Decrease this value on slow computers or if network connection is bad, for better performance.
• Default tab - Defines the subtab that will be displayed by default when the Process is loaded (Instances or Totals).

Click the Save button after changes are made.

Edit View (34) allows the user to define the columns that will be displayed in the table.

• Select the desired fields in the left pane and click the "add" button (35) to add them as displayed columns
• Select the desired fields to be removed from the table in the right pane and click the "remove" button (36)
• Select one or several fields in the right pane and click the "up" and "down" buttons (37) to rearrange the columns (up moves the column left, down moves right)

Related object fields, up to four levels deep, may be selected:

Delete View (31) is related to saved Views that are managed by Filters feature, described below.

The Instances list can be filtered to display only the desired entries. Click the Filter button (9) to open the filter panel.

To create a Filter: 

• Click the Add Filter button (38).
• Select a field (39) by which the records will be filtered.
• Click the "confirmation" button (40) to begin establishing the rest of the logic. (Click the "cancel" button (41) to clear the field selection.)
• The filter will be displayed as small form (42) with the field name as label (43).
• Select an operator which will determine query conditions (44). By default, the "Equals" operator is pre-selected.
• Specify the value to be used in the defined comparison (45). Depending on the field and operator, populate other requested fields.

Filtering is available on the following fields:

• Activation/Deactivation Date
• Active Step Assignee
• Active Step Name
• Active Step Risk
• Active Step Risk with buffer
• Active Step Start Date
• Active?
• Completed Date
• Completed?
• Record
• Start Date

Source Object fields may also be used.

Some fields have unique filter abilities:

• Active Step Assignee can be filtered by one (with the "equals" and "not equal to" operators) or several (with the "contains" and "does not contain" operators) selectable values. Values are selected in a combined lookup field, which provides ability to select assignee type (User, Group, Resource, etc.) and name:

• Active Step Risk / Active Step Risk with buffer - These fields can be filtered only by pre-defined values (selectable in the picklist) with the "equals" and "not equal to" operators:

• Record - Can be filtered by the name of the data source record (one or several) with the "in" and "not in" operators:

Other fields are filtered in the same way as Data Source Object fields, as described in the Task Manager Filters and Sorting Order.

If more than one filter criteria has been added, they are combined with simple "AND" logic by default. This means filtered records will match all filter criteria.

In order to define custom filter logic:

• Click the Configure Logic button (46) that appears after two or more filter criteria have been added. The filter criteria will then be numbered and the Filter Logic form will display (47), populated with the default logic.
• Modify the logic according to your requirements by using boolean expressions, parentheses, and criteria numbers (48).

When finished, the user may either:

• Click the Apply button (49) to apply the filter to the Instances list.
• Click the Reset button (50) to remove the filter criteria.
• Click the "Save as" button (51) to save the filter criteria as a new View, accessible in the record filter selector (4) on the Instances page. A popup named "New View" (52) will appear, allowing the user to enter a Name for the View and set the new View as the Default (53) that will be used when loading the Instances tab. Click the Save button to continue.

After clicking the Save button, the saved View (54) will appear in the list of filtered Views (14):

A custom Filter may be deleted by:

• Selecting the View from the list
• Clicking the Settings button
• Clicking the Delete View option

The action must then be confirmed:

After confirming, the standard All view will be applied and the deleted filter will be removed from the list.

After selecting a custom Filter, the Save button (55) is enabled:

Changes may be made to the custom filter criteria. Clicking the Save button will save the changes.

Click the Download button (10) to export the Instances list to a CSV file. The downloaded file will contain only those Instances that are displayed in the list, according to the selected View, and will include all columns.