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After running your process, you’ll be able to track the status of each action, make edits, cancel individual actions, or close or reopen the entire process as needed.

If your process has content requests, learn more about monitoring content requests in a process.

If your process has certification actions, learn more about monitoring certification actions in a process.

 

Monitor a process

From the process status view, you can see:

• Each action and its status:
  • Sent this task or request has been sent to the assignee
  • Waiting this task or request is waiting to be sent to the assignee
  • Complete this task has been marked as done by the assignee (or the approver, if you’ve assigned one)
  • Approval this task was completed by the assignee and is awaiting review from the approver
  • Returned this task has been rejected by the approver and returned for rework
  • Canceled this task or the process it was in has been canceled
• The due date for each action
• A chart showing the progress at a glance
• When your process was run
• The action trigger (All at the same time, One after another, or Manual)
• Your process's overall status (Running, completed, or canceled)

 

You can customize your view of the actions list using the configurable columns. Add a column using the plus sign or click on a column heading to view the configuration options.

 

You can view what percentage of your actions are in each category in the chart in the right panel.

Note: If the process manager (the process owner who first runs the process) is removed from the workspace before the process completes, a workspace admin will need to select a new process manager and grant them owner permissions to any and all files in the process in order for the process to continue.
A workspace admin can change the process manager of a running process at any time in the process properties.

 

Add additional actions

You can still add additional actions while your process is running.

To add an action from this view:

1. Click Add action in the toolbar.
2. Select a type of action.
3. Enter your action’s information.
4. Click Add action, and the new action will start according to the process's action trigger.

 

Edit an action

If your process has content requests, learn more about editing content requests that have already started.

If your process has certification actions, learn more about editing certification actions that have already started.

 

Even if a process is currently in progress, you can make changes to actions using the dropdown menu next to an individual action.

To edit an action:

1. Click the dropdown arrow next to an action.
2. Select Edit action from the menu.

You can edit fields such as the assignee, location, and due date. Once you save your edits, the assignee and approver (if applicable) will receive email notifications.

Note: Editing the assignee or location will automatically select the Restart action on save checkbox. This restart is required when editing the assignee or location, but is optional for all other edits.

 

Restart an action

In a running process, you can restart actions by clicking the dropdown arrow and selecting Restart. This will notify the action’s assignees that their tasks have been restarted.

Note: You won’t be able to restart actions in a closed process.

 

Cancel an action

If you no longer need an action in your current process and it hasn’t been completed yet, you can cancel it by clicking the dropdown arrow and selecting Cancel. This cancels the action and notifies any assignees. The canceled action will remain visible in the process status reports.

 

Delete an action

If you want to completely remove an action from the process and status reports, even if the action has already been completed, you can delete it by clicking the dropdown arrow and selecting Delete. If the action is in progress, this will cancel it and notify any assignees. Regardless of its status, the action will be removed from the process and status reports. Activities associated with this action will still remain in the process activity report.

 

Close a process

You can choose how you want to close the process by clicking Properties in the toolbar to open up the process properties. Then, under the Close process field:

• Select Automatically if you want to automatically close the process once all actions are completed or canceled (default)
• Select Manually if you want a process owner to manually close the process when they’re ready

This setting can be changed at any time while a process is still running.

If the Automatically option is selected, then the process will close automatically once all actions are completed or canceled.

Otherwise, if the Manually option is selected, then the process will need to be manually closed by the process owner by clicking Close in the process toolbar.

No matter which option is selected, the process owner can manually close processes even if there are still incomplete actions. This will cancel those incomplete actions and prevent new tasks from being sent out.

After a process is closed either automatically or manually, it can be reopened if needed.

Note: If you want to delete a running process file from Home or Files, you’ll need to close it first.

Note: Closing a process doesn’t reset any file permissions for tasks that were already sent out. However, if a collaborator was granted Editor permission for a content request that's already been sent, their permission level is reassigned to None. 

 

Reopen a process

If you want to reopen a closed process so that you can continue adding or editing actions, click Reopen in the toolbar. Any actions that have already been canceled or completed will not be automatically restarted.

 

Monitor all processes from Home

The Processes list in Home provides a useful way to monitor the status of multiple processes at once. This list shows you all of the processes where you have at least Viewer permissions. Only processes that have been run are displayed.

You can see the following information for each process:

• Process name: The title of the process
• Created by: The user who ran the process
• Started: When the process was run
• Due: The process due date
• Closed: When the process was closed
• Status: What percentage of the process’s actions are in each status category

From this list, you can click the dropdown menu next to a process to:

• Go to the process
• Send reminders
• Update process properties
• View permissions

 

Sort and filter the list of processes

You can sort and filter the list of processes to more easily find what you’re looking for:

• Sort

  By default, the list is sorted beginning with the most recently run process. You can change this by clicking on a column heading to sort in ascending order. Click the heading again to sort in descending order. You can sort the list using the Process name, Started, and Due column headings.

  

 

• Filter

  Use the filter options to narrow down the processes that are displayed. Filter by the process’s status by clicking the Filter icon to expand the dropdown and selecting a status.

  

  Filter by the process’s name by typing all or part of the process’s name in the search box.

  

  Once you find the process you’re looking for, click the process name to open the file, or expand the dropdown menu for more options.

 

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