Actions menu

List of actions that can be performed from the top menu of actions on the detail page of a process.

Clone

This option allows you to clone the current definition. The resulting clone process will always be in draft state regardless of the source state so that you can edit it before publishing.

Export Definition

Generates a JSON file that can be used in the process listing to import a copy of the exported process. This option is useful to have an external copy of a process definition. With this functionality you can, for example, import definitions that you have in other organizations. Note that when importing definitions between organizations, the configured permissions are lost due to user isolation. Other components of the process definition may also be altered such as User Actions. Therefore the result of the import is always in Draft state for review.

Export Instances

This option is only available to users with the "Organization Owner" role.

This option allows you to download all the data of the instances that have been performed up to the date of the current process. Executing this action will schedule in the background the download of all your data and you will receive an email with the link to the download. Please note that this process may take some time to complete depending on the amount of data that exists. Once you have received the email with the link, you must download it before the link expires.

Downloaded file format

The downloaded file with your data is in ZIP format and follows the following structure:

• process-<<unique-identifier-of-process-instance>>

  • documents

    • task-<<unique-identifier-of-task-instance>>

      Documents and images attached in the task

  • events.json

    JSON file with the auditing of events in the process lifecycle

  • process.json

    JSON file with the data of the process and its tasks that have been filled in by the users.

  • principals.json

    JSON file with the details of the principals referenced in the other files.

All these JSON files follow a schema that is at your disposal in our repositories and with which, if you wish, you can make your own developments to interpret the downloaded data.

• Schema repository

Archive

Action that unpublishes the process, disabling the option to create new instances of the process.

Unarchive

Undoes the unpublish action and leaves the version in draft state so you can make changes if you wish and republish it.

Delete all instances

This option is only available to users with the "Organization Owner" role.

This action executes a cleanup process of all instances of the process regardless of their status. That is, if the instance is not in a terminal state, it will also be deleted from the system. This deletion process runs in the background and may take some time to complete depending on how many instances there are to delete in the system.

Be careful. Note that this action is irreversible. Once required, the deletion process has no way back, and all data belonging to the instances of the process are permanently removed from our systems. This involves all existing information in the process tasks, such as forms and documents.