What are Process Revisions?

Process Revisions allow Administrative Users to configure their business process. With Process Revisions, Administrative Users can include content from Content Revisions, modify the onboarding process configuration, or add contextual content such as Employment Agreements, Policies, or Benefits. While multiple Content Revisions can exist, only one active Process Revision is allowed at a time within an organization's process. You cannot initiate a new Process Revision until all previous Process Revisions have been applied or withdrawn.

Who can access Process Revisions?

Users with the System Administrator or Process Administrator roles can access Process Revisions.

How can you access a Process Revision?

Click the menu icon in the top left corner of the page and select "Create Revision" under Revisions in the navigation menu. Alternatively, you can click the "Add/Update Revision" link on the quick links bar.

On the Create Revision page, click "Add a new Value" at the top of the page to create a new revision. Note: A new Process Revision cannot be created if there is any Process Revision in progress.

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. 

Step 2 - Make changes in the revision

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

When "Configure" is clicked, 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. Click the "Return to Manage Revision" button to return to the main revision page.

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 if the changes made in the revision are not needed to be applied. This will allow you to create a new Process Revision.

Note: The system will not allow you to create a new Process Revision, unless the previous Process Revision changes are applied 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 the Process Revision summary.

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

2. Click "View Summary" in the 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 the audit details. If any configuration is deleted in the revision, then it will be stamped as "Deleted" on the grid and recorded as "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 current revision. 

The different ways to change the configuration in a Process Revision, along with how these changes appear in the Process Revision summary, are explained with examples below.

Configure Business Process:

1. In this example, a Smart Form titled "Employee Benefits Agreement" is added to the "Tax Forms" collection on the 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 "Business Process Rules" grid reflects a value added under the "Created" action.

On the Revision Summary page, 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 the 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: 

Existing criteria

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".

Before deleting the activity

Adding/Modifying Contextual Content:

In this example, a Contextual Content is added for Company attribute in the Process Revision. In the 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 the Revision Summary. Expanding the grids will display the description rows. Further expanding the description rows will show their respective audit details.