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Working with Processes

Processes guide you step by step through the workflows configured by your process designers. You open a process via a dashboard – for example via a process table or a start process button. In the application.

Opening a process​

Click a process in a dashboard to open it. linqi loads the current process step and shows the corresponding form. In the header of the view you see the process number and the name of the current form.

If you open a process without a selected process instance – for example via an incomplete link – linqi shows the Missing parameters hint with the text that you should select a process from the dashboard. The button Return to the Dashboard. takes you to the Home page.

For direct links that are supposed to start a process, the Process is being started... view appears briefly until the process has been opened. If the link is invalid or you have no access to the process, linqi shows the corresponding message.

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If a process is opened via a start link, it is created on the server when it is first saved or when the first step change occurs. In the view address, the temporary number changes to the final process number.

Permissions and access​

Which actions are available to you in a process depends on your permissions:

  • Editing As an editor of a process step, you can fill in the form controls and advance the process to the next step.
  • Read-only If all controls of a form are read-only – for example because the step has already been completed – the form is displayed but not editable. In this case, functions such as saving and importing values are disabled.
  • No access If you have no access to the process or a process step, linqi shows the message You do not have access to this process. and hides the toolbar.

Collaborative editing​

If another person is editing the same process at the moment, a notice appears at the top stating that the form is currently being edited by that person. The form becomes read-only for you in the meantime. If you cannot reach the other person and you are sure they have not made any changes, you can take over the editing with Take over editing. linqi warns that this may lead to data loss and asks for your confirmation.

Editing the form​

The current process step shows the configured form. The controls are grouped in sections.

  • Mandatory fields If you switch to the next process step while mandatory fields are still not filled in or are invalid, linqi shows the message Please fill in all required fields and check the validity of the marked fields. The step change is not performed in this case.
  • Saving Via the Save button in the toolbar you save the current state of the form. After a success, linqi shows the message Current status has been saved.
  • Unsaved changes If changes have not been saved yet, linqi marks this as Unsaved changes. If you then leave the view, linqi asks whether you really want to leave the page, since unsaved changes will be lost.
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If you change values in an already completed form, linqi asks before saving or before the step change: You change data in a form that has already been completed. These subsequent changes are logged under your name. Do you really want to save the changes? Details can be found under Correct form values.

  • No form If the current step shows no form, the message No form available for display appears.
  • Test processes Test processes are marked with the hint Hint: This is a test process. The data entered here will be deleted after the process is complete. This data is not displayed in dashboards.

Process steps​

Next step​

Via the process's step-change button, usually at the bottom of the form, you switch to the next process step. linqi checks the mandatory fields, saves all values of the current step – plus one value set per parallel branch in case of parallel flows – and then opens the next step.

If an error occurs during the step change, linqi shows the message Error when switching to the next process step. (possibly with a specific text from the server).

Process history​

The history of the process so far is shown as a breadcrumb above the form. Clicking on one of the previous steps loads it for display. For parallel strands, linqi groups the steps of the respective parallel block and shows them separated by branch.

Notices and redirects​

A process step can display a notice – as an info, success, warning, error, or question box – with title and text. In some cases the notice is supplemented by a button that takes you to the target of the redirect, for example to another process, to the process definition, or to a fixed address. Without a notice, such a redirect happens immediately.

Automatic refresh​

Steps that wait for a running system event – for example an executed action – are updated by linqi at regular intervals. As soon as the action is complete, linqi reloads the step automatically.

Protocol​

Click View protocol () in the toolbar to review the events of the process in the protocol. In the opening Protocol panel, linqi shows the entries of the process in chronological order: user actions with name and e-mail address, system events with an icon, as well as timestamps.

  • Add comment In the Add comment section you add your own entry to the protocol. The button Submit saves the comment. An empty comment is not accepted.

Viewing the protocol requires the respective permission; without it, the button is disabled.

Managing notifications​

With the Manage notifications button in the toolbar you define which events of a process you want to be informed about – for example when the process was modified or a step change occurred. You see your subscriptions there grouped by object and can remove individual events via Delete. Details can be found under Personal dashboard.

Feedback​

Via the Submit feedback button in the toolbar you can submit feedback on the process. In the panel We appreciate your feedback. Is there anything we can do better? you select:

  • Send smile Positive rating.
  • Send frown Negative rating.

Additionally, you enter your comments in the mandatory field Your feedback. Via the toggle Attach screenshot you can attach a screenshot of the current view; the preview opens in a new tab when clicked. After submitting via Submit, linqi shows the confirmation Your feedback has been sent. with the text Thank you very much!

Deleting a process​

With the Delete process button in the toolbar you can permanently remove a process. The button is only available with the respective permission.

linqi asks for a justification before deleting: In the Are you sure? window you state in the mandatory field Comment why the process is being deleted. linqi notes that the comment will be shown in the deletion log and that the process cannot be restored afterwards.

After deleting, linqi shows the message The process has been deleted and returns to the Home page.