What are Process Revisions?

Process Revisions allow Administrative Users to configure their business process.  Using Process Revisions, Administrative Users are able to include content that was added or changed in a Content Revision, review and alter the onboarding flow, or attach contextual onboarding content.  Unlike Content Revisions which can be many, only one active Process Revision is allowed in a business process in an organization. You cannot initiate a new process revision unless all the previous process type revisions of the same business process are completed or withdrawn.

Who can access Process Revisions?

Only System Administrators and Process Administrators can access Process Revisions.

Role Types	Access
System Administrator
Process Administrator
Content Administrator	No
HR Specialist/Recruiter	No
Help Desk Analyst	No
I-9 Specialist	No
E-Verify Specialist	No

Why is a Process Revision needed in the Business Process?

Process Revisions allow System Administrators and Process Administrators to configure their business process.

How can you access a Process Revision?

To access a Process Revision, click on "Create Revision" under Revisions from the left menu navigation or click on "Add/Update Revision" on the quick links bar.

From this page, an Administrative User can either search for an existing revision to modify, or they can select "Add a new Value" at the top of the page if they wish to create a new revision.

How can you create and modify a Process Revision?

Creating or modifying a Process Revision is a 3-step process:

• Reserve the revision
• Configure the revision
• Apply the revision

Step 1 - Reserve the revision

The first step is to reserve the revision.  This saves the descriptive information and assigns the revision number. Click on "Reserve".

Step 2 - Make changes in the revision

After reserving the revision, click on "Configure" to begin making the changes in your revision.

The Process Revision page opens as below. Using the highlighted configuration options, the user can make changes in the process. 

For different possibilities of configuring the process, please refer to the sections of the documentation below this page.

Step 3 - Apply the revision

The configuration changes made will not be in effect until you 'Apply' the revision.  To navigate back to the Manage Revision page, click on "Return to Manage Revision".

Select "Apply" to confirm all the changes made through the revision.

Edit Revision

After the revision is applied, you cannot make changes in a revision. Either create a new Process Revision or use a revision that is in progress.

To edit a revision that is in progress, click on "View\Edit" button on the Manage Revision page.

Withdraw Revision

Before applying the revision, you can withdraw the revision removing all pending changes in that revision. This will allow you to create a new Process Revision without applying the changes from the withdrawn revision.

Note: The system will not allow you to create a new Process Revision, unless all the Process Revisions in the business process are completed or withdrawn.

If there is a Process Revision in progress, the following error displays when you try to create a new Process Revision.

How to view Process Revision summary?

Any additions/changes made in the Process Revision configuration to alter the onboarding flow can be viewed in the Revision Summary.

There are two ways to view Process Revision summary.

1. Click on the "Summary" button on Manage Revision page.

2. Click on "View Summary" link in Revision Information section.

The additions/changes made in the revision for any process configuration are shown in grids. 

When a new action is performed for modifying the configuration, then it will be stamped as "Created" on the grid and recorded as "Add" action in audit details. If this configuration is modified in the same revision (before the revision is applied), then it will be stamped as "Modified" on the grid and recorded as "Change" action in audit details. If any configuration is deleted in the revision, then it will be stamped as "Deleted" on the grid and recorded "Delete" action in the audit. Each action displaying on the grid will have a count associated with it based on the number of times that particular action is performed. 

Expanding these grids will show the sub section with rows of description for the actions. Further expanding the description rows will show the audit details. All the details showing in the audit are specific to the revision. 

The various possibilities of changing the configuration in a Process Revision and the changes reflecting in Process Revision summary is explained with examples below:

Configure Business Process:

1. In this example, a Smart Form "Employee Benefits Agreement" is added in "Tax Forms" collection in Configure Business Process page. (Note: For details on configuring the business process, please click here) Since this is a new action performed in the revision, the grid for "Business Process Rules" shows a value added for "Created" action. 

In Revision Summary, expand the grid to view the description of the action.

The description of the action displays in the sub section below the grid. Click on the arrow next to the description to open the audit details.

2. When the above action is modified (in this case the sequence of the "Employee Benefits Agreement" activity is moved one step upward), then the change will reflect as the "Modified" action in Revision Summary.

Audit details shows the old and new values of the sequence changed.

3. If the criteria details of any activity is changed, it shows the "Criteria" grid with "Created" action as shown below: 

4. If a new condition is added in the same criteria, it increases the count for "Created" action in the "Criteria" grid but the description of this action will not be available in the sub section. However, the action details can be seen in audit with a new sequence number and modified date & time.

5. If new activities are added in other steps of the business process, the count for "Created" action will increase. In this case, the below highlighted activities are added in "Pre-Submit Tasks".

The count for "Created" action is increased by "2".

6. If one of the activities from the configuration is deleted, a value is added for the "Delete" action in the grid. 

In this case, "Tell Us About Yourself" activity is deleted from "Pre-Submit Tasks".

Adding/Modifying Contextual Content:

In this example, a Contextual Content is added for Company attribute in the Process Revision. In Revision Summary, the "Contextual Content" grid shows with a value added for "Created" action as shown below: 

If a new policy is added in the Contextual Content under the same Company policies, there will be no change in the count for "Created" action since the same action is modified.

However, the action details are added in the same audit with a new sequence number .

Revision Summary

When multiple configurations are modified:

The grids for each configuration along with the actions will show in Revision Summary. Expanding the grids will display the description rows. Further expanding the description rows will show their respective audit details.