General

These actions are frequently used actions that are not directly related to a specific feature.

Actions

Generate process number

This action generates a process number for the current process. If the process already has a number, no new number is generated. The following configuration options are available:

• Number range:
  Select the number range from which the process number is generated here. All number ranges configured in the client are available. Persons with the appropriate permissions can create new number ranges in the client administration. If no number range is selected, the process number is generated from the standard client number range.

The generated process number can be referenced via the placeholder Process Values -> Process number.

Generate consecutive number

This action generates a consecutive number from a configured number range. The following configuration option is available:

• Number range:
  Select the number range from which the number is generated here. All number ranges configured in the client are available. Persons with the appropriate permissions can create new number ranges in the client administration.

This action provides the following placeholders:

• Generated number:
  This placeholder references the number that was generated by this action. In the placeholder selection, the node appears under its display name (default: Generate consecutive number), followed by the value Generated number.

Send email

This action can be used to send an email. The following configuration options are available:

• Recipient:
  Enter the recipient of the email here.
• Notify individually:
  Activate “Notify individually” if you want to send a separate email to each of several email recipients. If this is not activated, a single email will be sent to all recipients.
• CC recipient:
  Enter the CC recipient of the email here.
• BCC recipients:
  Enter the BCC recipients of the email here.
• Reply to:
  Enter the person(s) to whom the reply to this email will be sent by default here.
• Subject:
  Enter the subject of the email here.
• Message:
  Enter the message content of the email here.
• Attachments:
  Enter the attachments that will be sent with the email here.

Assign process operator

With this action, you can specify which persons may work on the process. The following configuration option is available:

• Process agent:
  Select the persons who should be granted editing rights for the process here. You can select multiple persons.

The selected persons hold editing rights on the process. They retain these rights until they are withdrawn with the Revoke permissions action.

If the action is executed again, the newly selected persons replace the previously assigned persons. The previously assigned persons lose their editing rights and retain read-only access to the process.

Revoke permissions

With this action, you can revoke permissions for the process. The following configuration options are available:

• Who to revoke permissions from: Select whether to revoke permissions from all persons / groups or only from certain persons / groups.
• People / Groups: Select the persons or groups from whom the permissions should be revoked. This input is only required if you have selected Certain persons / groups.

After the permissions have been revoked, the process no longer appears in the dashboard for the affected persons and they can no longer open it. If you revoke permissions from All persons / groups, no one has access to the process after this action. In this case, it is strongly recommended to assign new permissions afterwards.

Change status name

With this action, you can change the status name of a process. The following configuration option is available:

• Status: Enter the new status name to set for the process. The field supports placeholders.

The set status can be referenced via the placeholder Process Values -> Process status.

Start subsequent process

This action can be used to start another process as a follow-up process. The following configuration options are available:

• Select process operator:
  Specify for which person the follow-up process should be started here. The field supports placeholders. Initially, only this person has access to the new process.
• Select process:
  Select the process that is to be started as the follow-up process here. Published processes are available for selection.
• Hide message:
  By default, the user is informed that the follow-up process has been started. If you activate this option, no message is displayed. This allows you to start a process in the background without the user noticing.
• Pass variables:
  Use this option to pass values to the follow-up process. For this purpose, select a variable of the chosen process and specify a value for it. The value field supports placeholders. When the follow-up process starts, the default value of the variable is overwritten with the value specified here. If the chosen process does not have any variables, no values can be passed.

If a process operator is configured and a process is selected, a new process instance is started for the selected person. If the process operator cannot be resolved (e.g., a placeholder does not yield a person) or the selected process is not published as executable, no follow-up process is started and the process continues with the next step. If the follow-up process was started, the user is shown the message Follow-up process started, including the process number and process name. The message contains a link to open the follow-up process. If you have activated Hide message, no message is displayed.

Note: If several processes start each other, the process execution is aborted to prevent an infinite loop.

Show message

This action can be used to display a message to the user within the process. The following configuration options are available:

• Title:
  Enter the title of the message here. The field supports placeholders.
• Content:
  Enter the message content here. The field supports placeholders.
• Notification type:
  Select the type of the message here. The following types are available: Information, Warning, Error, Success, Question and Blocked.
• Full area display:
  If you activate this option, the message is displayed over the entire surface instead of a form. This allows you to display the message very prominently.
• Redirect type:
  Select whether the user is redirected after the message is shown. The following options are available: No redirection, User Dashboard and Fixed url.
• Redirect text:
  If you select a redirect type, specify the text of the button that triggers the redirection here. This field is required in that case.
• Redirect target:
  If you select Fixed url as the redirect type, enter the address to which the user is redirected here. The field supports placeholders.

When the action is executed, the configured message is displayed to the user within the process. If you have selected a redirect type, the user can be redirected to the configured target by clicking the button.

Set deletion deadline

This action can be used to set the deletion period of the process. The deletion period specifies after how many days a completed process is permanently deleted. The following configuration options are available:

• Deletion period (days):
  Enter the number of days after which a completed process should be permanently deleted. This field requires a positive integer. You can also specify a numeric placeholder here.

Set variables value

This action can be used to set the value of a process variable. Process variables can be created and managed in the Variables Panel. The following configuration options are available:

• Variable:
  Select the variable whose value you want to update here.
• New value:
  Enter the value that the variable is set to after the action has been executed here. The field supports placeholders. The field is only available once a variable has been selected.

Note: If the desired variable does not appear in the variable selection, please save the process first.

When the action is executed, the value of the configured variable is set to the configured new value.