# Editing ## Process information screen
## Menu banner | **Tabs** | **Remarks** | | ------------------------------------------------------------------- | ---------------------------------------------------------------------------------------- | | General | Displays the process form in edit mode | | Participants | Displays the process participant list | | Data | Displays the process data list | | Form | Displays the Form Designer | | Workflow | Displays the Workflow Designer | | Activities | Displays the workflow activities list view | | Report | Displays the process documentation and checks for the validity of the process definition | | | Launches a new test request for this process | ## Process form | **Sections / Fields** | **Remarks** | | ------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | |


Template
(displayed only when creating a new process)

|

Selection of customizable workflow templates


Default:

Library:

A customized workflow template can be created and deployed on the server with the following folder and file structure: \wfgen\App\_Data\Templates\Processes\[language]\[folder name]\[process name]v\[x].xml

đź“Ś Example: \wfgen\App\_Data\Templates\Processes \En\MyCompany\MY\_PROCESSv1.xml

✏️ Note: Only processes with forms created with the built-in Form Designer can be used as workflow templates.

| | **General** | | | Name | Unique identifier for the process; must respect nomenclature and be limited to 30 characters (required field) | | Description | Process description, limited to 255 characters (required field) | | Status |

Process status:

| | Built-in form: Enable Form Designer | Activate the built-in Form Designer | | Sub-process: Enable sub-process mode | Determines if the process can be used as a sub-process by another process, from an API call, or as a stand-alone process | | Access level |

Required field if the sub-process option is checked

If the process was declared as a sub-process, you can choose between two access levels:

| | **Options** | | | Categories |

Process categories list

The Add link lets you add or remove categories from the process.

| | Request lead time |

The amount of time before the process is considered late

Units:

You can choose the way lead time will be calculated enabling or disabling the Use working days/hours to calculate the duration option.

| | Use working days/hours to calculate the duration | Calculate duration based on working hours | | Request closure notification: Notify the requester of a request's closure | Send an email to the requester of the process upon closing the process (unchecked by default) | | Archiving of action results: Archive action associated data |

Save the result of each request action at each step of the process (unchecked by default)

If this option is not activated, all of the action history data and files are deleted once the request is closed and only the final data and files will be stored.

| | Request files storage |

Allow process file data (including attachments) to be stored in the database

This allows you to perform online WorkflowGen data backup without interrupting service (WorkflowGen users can continue to work during the backup).

✏️ Note: The maximum supported process data file size is 2147 MB (2.147 GB)

| | Help text | Process help text in the user module; the **Add** link allows this text to be edited | | Help link | URL of an external help document on the process, visible in the user module | | Test | Test the **Help** link in a new browser window | | Support email | Email for process support which will be displayed in the user module | ## Process actions | **Functions** | **Remarks** | | --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | New version |

Creates a new version during process development

This also allows the capability to create a new version from an XPDL definition file. The version number found in the XPDL will be kept if the version number was not already used for the current process; otherwise, it automatically increments.

| | Duplicate | Duplicates the current process definition as a new process | | Move | Allows the process to be moved into a new folder | | Import | Allows the process to be created from an XPDL file | | Export | Allows the process to be exported as an XPDL file | | Delete requests | Displays the **Delete requests** dialog box (see [Deleting requests](#deleting-requests) below) | | Delete | Deletes the process | ## Deleting requests | **Fields** | **Remarks** | | ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------- | | Request type |

Type of requests to delete:

| | Request status |

Status of requests to delete:

| | Launching period |

Defines the launching period for requests to be deleted from

Icons display a calendar allowing the date to be chosen.

| | Request number | Request numbers to delete (separated by commas) | ## Deleting a process Only the process manager or an Administrator can delete a process. Deleting a process causes all of the associated requests to be deleted. If the process has "real" (active) requests, only an Administrator can delete the process. This is allowed only if the process is not used as a sub-process by actions of another process. ## Deleting process requests Only the process/folder manager or an Administrator can delete requests that are associated with a process in test mode. Only an Administrator can delete requests that are associated with an active process. ## Operational restrictions on active and archived status processes If the process is active, modifications on it are restricted to the following: * Modify process status * Modify process categories * Modify text, link, or support email of the process and actions * Delete the process * Create a new version of the process * Duplicate the process * Delete associated requests * Modify which users are associated with the process participants from the directories * Modify data visibility (but not security) If the process is archived, modifications on it are restricted to the following: * Delete the process * Create a new version of the process * Duplicate the process * Delete associated requests * Modify which users are associated with the process participants from the directories * Modify data visibility (but not security) Activating a process causes a previous active version to be archived. Current/ongoing requests will continue to use the process version that was used when they were launched. ## Folder changes Only a WorkflowGen Administrator can move a process from one folder to another. This does not affect the end users, but will affect which process/folder managers may then access the process. ## Process categories
| **Area / Actions** | **Remarks** | | ---------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------- | | Available | Available categories | | Selected | Selected categories | | Add ... | Link to a simple add category screen | | Click ![](/files/BUTLVxlVI48v5gOYL63F) or double-click an item in the **Available** list | Add selected categories from the **Available** list to the **Selected** list | | Click ![](/files/zTkY3zIpf3VIpaSwCDae) or double-click an item in the **Selected** list | Remove selected categories from the **Selected** list | | Save button | Saves updates | | Close button | Closes the window | ## Exporting and importing XPDL process definitions Only a WorkflowGen Administrator or a process/folder manager can export and import a process as an XPDL file. ### Exported process elements | **Elements** | **Description** | | ------------------- | ------------------------------- | | Process Information | All process general information | | Participants | All participant information | | Data | All data information | | Form | All form data | | Workflow | All workflow action information | ### Imported process elements | **Elements** | **Description** | | ------------------- | ------------------------------- | | Process Information | All process general information | | Participants | All participant information | | Data | All data information | | Form | All form data | | Workflow | All workflow action information | {% hint style="info" %} As of version 5.1.7, any process that includes a Prior Overdue notification in an action cannot be imported into a version of WorkflowGen 5.1.6 or earlier due to incompatibilities. {% endhint %} ### Import rules for specific process elements | **Fields** | **Remarks** | | ------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Process version | | | Process category | No category will be added to the process if the category information is missing in the XPDL file. If the category doesn’t exist in WorkflowGen, it won't be added to the process. | | Process notification to requester on closed | The notification will be checked if the notification value is missing in the XPDL file or the value is set to `Y`. If `N` is set as value in the XPDL file then the notification is unchecked. | | Participant scope | See the next section, [Import rules for participants](/admin/9.0/process-definition/editing.md#import-rules-for-participants). | | Participant associated user(s) | No user will be added to the participant if the user information is missing in the XPDL file. If the user doesn’t exist in WorkflowGen, it won't be added to the participant. | | Participant associated group(s) | No group will be added to the participant if the group information is missing in the XPDL file. If the group of a directory doesn’t exist in WorkflowGen, it won't be added to the participant. | | Participant associated directory(ies) | No directory will be added to the participant if the directory information is missing in the XPDL file. If the directory doesn’t exist in WorkflowGen, it won't be added to the participant. | | Participant associated coordinator(s) | No coordinator will be added to the participant if the coordinator information is missing in the XPDL file. If the coordinator doesn’t exist in WorkflowGen, it won't be added to the participant. | | Data security | In the "allow access for specific participants" case, if the user doesn’t exist in WorkflowGen, it won't be added to the access list. | ### Import rules for participants The import rules for participants vary depending on whether they are global or process participants, whether or not a participant with the same name already exists, and whether the import is being performed by an administrator or by a process manager. #### Import rules for participants with global scope If a global participant with the same name as the global participant being imported exists: * The existing global participant will be associated to the process being imported. * The associations in the XPDL file will be added to the existing global participant if the **Import associations into existing global participants** option is checked; otherwise, the associations in the XPDL file will be ignored. ✏️ **Note:** The **Import associations into existing global participants** option is always available to administrators, but is only available to process managers when **Restrict process managers from editing global participants** is set to **false**. For information on this, see [Security](/admin/9.0/configuration-panel.md#administration-security) in the [Configuration Panel](/admin/9.0/configuration-panel.md) section. **If a process participant with the same name as the global participant being imported exists:** * The participant will be created in the process scope. * The associations in the XPDL file will be added to the new process participant. **If the participant doesn't exist:** * Only administrators can create new global participants. (Process managers can only create process participants.) * The participant will be created in the global scope. * The associations in the XPDL will be added to the new global participant. #### Import rules for participants with process scope **If a global participant (in WorkflowGen) with the same name as the process participant being imported exists:** * The existing global participant will be associated to the process being imported. * The associations in the XPDL file will be added to the existing global participant if the **Import associations into existing global participants** option is checked; otherwise, the associations in the XPDL file will be ignored. ✏️ **Note:** The **Import associations into existing global participants** option is always available to administrators, but is only available to process managers when **Restrict process managers from editing global participants** option is unchecked in the **Security** section on the **Administration** tab in the **Configuration Panel**. **If a process participant (in WorkflowGen) with the same name as the process participant being imported exists:** * The participant will be created in the process scope. **If the participant doesn't exist:** * The participant will be created in the process scope. ### Import procedure 1. Click the **Import** button.
2. Browse for the XPDL file. 3. Select **Import new participants as global participants** to import the new participants as global participants (see the previous section, [Import rules for participants](/admin/9.0/process-definition.md#import-rules-for-participants)). 4. Select **Import directory associations** to import users associated to existing participants. 5. Select **Import process version number** to import the version number. 6. Select **Add your user account to new participants** to add your user account as a user (and coordinator, if applicable) to participants representing more than one person (such as **A list of persons** or **A list of persons with coordinators**). This option is checked by default. Unchecking this option allows you to not add yourself as long as the participant has the minimum number of users and coordinators to be valid. 7. Click **Import** to start the import. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.workflowgen.com/admin/9.0/process-definition/editing.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.