This article will cover the configurations for the instances of a process with enabled automation, available on the process data screen by clicking on the Configurations > Instance button.
Configuring instances
1. After clicking on the Configurations > Instance button, the configuration will be opened:
2. On the screen that will be displayed, fill out the following fields:
Identification
Select one of the options below to automatically generate the identification of the process instance:
Sequential number: if this option is selected, the identification of the process instances will be a sequential number. To avoid duplication in the identification of process instances, the system will sequence the identification of the instances of all processes configured with this option.
Process ID # + sequential: if this option is selected, the identification of the instances of a process will be composed of the process ID # followed by a sequential number. For this option, as the instances of this process will have the same prefix (process ID #), the sequencing will only occur in the instances of the process in question. It is worth remembering that, if the process handle is changed, the sequential number will be reset.
Identification mask: if this option is selected, process identification will be established by a mask. To learn how to create or associate an identification mask, access the What is an identification mask? article.
Default title
Select how the title of the instances of the process in question will be made up of. The title may consist of: Current date, Current time, User ID, User name, and User´s default department.
Priority
Select which evaluation method will be used to prioritize the process instance.
Retention
Select a deadline for the finished instances to be retained before being deleted. See the instance retention options below:
Retain workflows for: information can be retained during a period determined in this field. It is possible to define the period in years, months, weeks, or days.
Retain records in workflow history for: records in the history can be retained during the period determined in this field. It is possible to define the period in years, months, weeks, or days.
Retain workflow attachment files for: attached files can be retained during the period determined in this field. It is possible to define the period in years, months, weeks, or days.
Retain message event e-mail records for: e-mail records can be retained during the period determined in this field. It is possible to define the period in years, months, weeks, or days.
Enter requester
Select this field so that it is possible to specify who the instance requester is when instantiating the process. After that, check one of the following options:
Users: check this option so that it is possible to define the users registered in the system as requesters of the instance.
Customers: check this option so that it is possible to define the customers (companies) registered in the system as requesters of the instance. Note: customers are created in SoftExpert Administration through the File > Business partner > Customer menu.
Suppliers: check this option so that it is possible to define the suppliers (companies) registered in the system as requesters of the instance. Note: suppliers are created in SoftExpert Administration through the File > Business partner > Suppliers menu.
Customers/Suppliers: check this option so that it is possible to define the customers/suppliers registered in the system as requesters of the instance.
Enable description information
Check this field so that, when instantiating the process, it is possible to enter the description for the instance.
Hide button for viewing attribute in history
Checking this option will hide the button that shows the changed attributes in the timeline or history of the instance.
Hide report button in instance data and activity data
By selecting this option, the instance report and form report buttons will not be displayed in the instance data and activity execution.
Enable timesheet in activities
Check this option to enable the timesheet feature in process activities that are in progress. These configurations will only work correctly if the SoftExpert Time Control component is part of the solutions acquired by your organization.
3. Save the record.
Conclusion
In this way, the process instances have been configured successfully!
