Starting and Planning Processes
The process will run when the start conditions specified are matched. For example, when a record is added, or when the process is manually triggered for some record.
Once the process is triggered, the user(s) responsible for the first step(s) are notified in Chatter, and the process goes on from there. As each step (task) is complete, the users responsible for the following step(s) are notified, until the process ends.
The list of started instances of the process is shown on the record details page and on the Process Details page in "Started Records" subtab:
From the Release 7.0:
The list of started instances of the process is shown on the record details page and on the "Instances" tab of Process Details page in "Started Records" subtab:
There are several ways to trigger the process start.
In an "Add a new process" wizard (1) or in "Start Settings" tab of process settings (2) you can choose the method to start your process:
Process can be started manually in the following ways:
- Click "Start Process" button (3) at the top of Process details page (this will start primary version of process):
- Select "Start" menu item (4) in the particular version line:
- Click "Start" button at the planned record (5) in the list of planned records at process details page:
From the Release 7.0:
Сlick "Start" button at the planned record (5) in the list of planned records at "Instances" tab of Process Details page:
- Click "Start" button (6) at the list of startable processes on the record details page (this will start a process instance for the record being viewed):
Your process will be triggered when a record matching defined conditions (7) is created:
In this case process will be started automatically when record matching conditions is created in any way - manually or by triggering any proper action.
Note: only primary version of process can be started with this method. If you need to start other version, make it primary first.
Your process will be triggered when a record matching defined conditions is edited (updated). There is no difference how the record has been updated - manually, or by saving some form, or by any action.
Notes:
- Only primary version of process can be started with this method. If you need to start other version, make it primary first.
- Process instance can be started only once for any record. If there is a process instance already started on this record, it will not be changed.
Your process will be triggered when a record matching defined conditions is created or edited (updated). There is no difference how the record has been created or updated - manually, or by saving some form, or by any action.
Notes:
- Only primary version of process can be started with this method. If you need to start other version, make it primary first.
- Process instance can be started only once for any record. If there is a process instance already started on this record, it will not be changed.
Select this option if you are creating a sub-process that will be triggered by another process. For more information about adding and triggering a sub-processes please read the proper article.
Available from version 5.0
Allows to schedule a process instance to start at a certain time (8) if the following criteria are met:
- Record has been created or updated
- Record matches specified conditions (9)
When some record is created or updated, system will trigger an event that starts calculation of scheduled start date for those records that have "Scheduled" start method and match conditions (9).
Once scheduled start date is calculated, system will not update it even if conditions and/or dates used for this calculation have been changed. If necessary, they can be recalculated manually (17, see below).
System will not schedule record if it has not been created or updated, even if schedule date and conditions are specified correctly.
Conditions can have such types:
- Query (depending on object fields, 10) with ability to customize logic (11):
- Formula (can include any logic, functions and fields (12):
After process has been configured, it will be started automatically for all the records matching specified conditions at the date and time calculated by fields (8).
Also, any record can be scheduled manually. To manage scheduled records go to process details and click the "Scheduled records" button (13). Click "+" button (14) to open a "Schedule Process" popup (15):
From the Release 7.0 this feature is located at the "Instances" tab of Process Details page.
Select process version, record to be started on, and scheduled date. System job will start this record at the specified date & time (at nearest job start and if record matches conditions (9)).
Record can be unscheduled (16) and it's start date and time can be recalculated (17):
From the Release 7.0 this feature is located at the "Instances" tab of Process Details page.
Recalculation will change scheduled date to one that will be evaluated based on date and time configured in the process, system date and time and scheduled record properties.
Planning Records
Planned Records are ones which process is planned to start on. The list of such records is shown on the Process Details page in "Planned Records" subtab (18).
Process can be easily started on these records from this list by clicking "Start" button (19). If process has been already started on proper planned record, a checkmark will be shown instead (20):
From the Release 7.0 this feature is located at the "Instances" tab of Process Details page.
To plan a new record to start click "Add" button (21). A proper popup will appear (22). Select the process version and record, and click "Create" button (23). After this system will go to Gantt chart for this planned process instance. You must click "Save" button at that chart to save dates for this instance (you may change them if necessary).
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