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My Demeter Documentation

Process Design List

What is it used for (purpose)?

  • To filter process designs by Users and Tags
  • To create/add a process design to the list
  • To view all process designs

What is on this page?

  • Filters (left-hand pane)
    • Filter By Users
    • Filter By Tags
  • Process Design (middle pane)
    • Type of Process (default Standard)
    • Add
    • Refresh
    • Search
    • Sort
    • Filter
    • Actual list processes
  • Process Design selected (right-hand pane)
    • Detail
    • Information
    • Security
    • Action buttons

Navigation

There are two ways to navigate to this page

  • When in the Home page;
    • Click Designer on the Frequently Used Apps or Available Apps
    • By default, you will be taken to the Designs Page.
  • When using the Navigation bar;
    • Click ‘Apps’ button on the top right corner of the Navigation Bar, and you can see all available apps
    • Click the ‘Designer’ App
    • By default, you will be taken to the Designs Page.

How to use the functionality on this page?

Filters (left-hand pane)

  • By Users
    • Groups process designs by Users.
    • By default, it will display the first 4 users in the list which is sorted by user with most process designs. Next to the user’s name is the number of process designs created.
    • Click the ‘More...’ button to expand the list of users who created process designs.
    • Clicking the ‘Less...’ button will collapse the list back to its original first 4 users.
    • If a user in the list is selected, the middle-pane will return the process designs created by this user.
      • Applied User and Tag filters will display beneath Process Designs header
        • The importance of seeing the selected user and tags is to know instantly what they have created. 
        • If a user or tag filter has not been applied then the text will display “All” by default. 
          • Select the process design you want to view, and the right-hand pane will display the detail.
  • By Tags
    • Groups process designs by Tag.
    • You can click one of the Tags (e.g., Department), and the list of processes where tag = Department was set up in the process admin, will be listed in the middle pane.

Process Designs (middle pane)

  • Type of Process
    • Indicates the type of processes that can be designed (CRM or Standard)
      • Located on the top right corner of the middle pane before the “Add” button.
    • CRM processes will only appear in the list if the user has access to the CRM App
  • Add
    • Adds another process design to the list.
    • When you click the ‘Add’ button, there’s a dialog box where you can type the name of the process and click the ’Add’ button or hit the ’Enter’ key. A new process design will exist.
    • There are 2 types of processes that can be created, Standard and CRM:
      • Standard is the default option and will create a process to be started from WMS
      • CRM processes are used to track activity for contacts within the CRM module
    • Then you can choose if you are using a template or not. Options are:
      • Blank Process (Start a brand new process design from scratch)
      • Use Template (Start with a pre-built template you can then customize)
        • If you select this option you must click Pick Template to select the relevant one from available Templates.
    • Click the ‘Add’ button to start designing the new process. You will be taken to Designer.
    • Click the ‘Cancel’ button to close the dialog box. You will be taken to the process design list without creating a process.
    • You cannot add a process when you click the "Add" button or press the "Enter" key without first entering a name. There is a validation on the name field which reads, "Process name field is required.".
      • Also applies if a duplicated name is entered, as process names must be unique. This means that duplication of process name is prevented. There is a validation on the name field which reads: "Process design name must be unique."
  • Refresh
    • Allows your process designs list to refresh to include any recent activity.
    • Click the ‘Refresh’ button. The middle-pane will load and refresh the list.
  • Search
    • Helps you search process designs.
    • In the search field, type the word(s) or letter(s)
      • Process designs are matched where the search text is contained in either the process name or description.
      • Search is not case sensitive
    • To clear a search, click the clear or cross button, it will remove what you have typed in the search field and return the full list of process designs.
  • Sort
    • Sorts the process designs list based on the option you select.
    • By default, the list is sorted by creation date (most recent top).
    • There are only two (2) options to sort the list;
      • Recent: sorted in chronological order, with the most recent one at the top
      • Name: sorted in Alphabetical order
  • Filter
    • Allows filtering by status of processes.
    • Click the ‘Filter’ button located next to the Sort button. There are three (3) options you can choose from the filter list:
      • Draft (return is process designs which are not published yet)
      • Published (return is process designs which are in use / selectable for use)
      • Archived (return is process designs which are no longer in use)
    • The process design list will refresh based on the process status you select.
  • Actual list of process designs
    • By default, the list is itemized by recent creation date.
    • Click one of the processes in the list. The right-hand pane will show the details of the process design (history of process versions).

Process Design selected (right-hand pane)

Collapsible menu item: Detail (on the far right hand side)

  • In this section, you will see all the versions of the process.
  • If you select a process design in the middle pane, the versions of the selected process will display on the right-hand pane. Select a version of the process and you will be taken to the process diagram under the Designer.

These are the items you can see under the Details Tab.

  • Process Name
    • The name of the process will be displayed at the top of the right-hand pane next to the process icon.
    • Beneath you can see the type of process.
  • Summary
    • Description for the process (what is it's purpose)

Versions: List of all process design versions (major and minor), and for each version you will find:

  • Created by & Created date
  • Description
    • In the Summary field beneath the Process Name/Created by & date, you can see a brief description of latest changes to the process design in that version.
  • Status badge
    • Draft
    • Published
    • Archived
  • Last updated date and done by (user name)

What else can can you do in this pane?

  • Refresh – Allows your process design list to be refreshed.
    • If you click the ‘Refresh’ button. The middle-pane will load and refresh the list.
  • Search – helps you search across the versions of the process design.
    • Type the word(s) or letter(s). Return is based on what is typed.
    • To clear a search, click the clear or cross button, it will remove what you typed in the search field and return the full list of process designs.
  • Sort – Sorts the process designs list based on the selected option
    • By default, the list is sorted by Version.
    • There are three (6) options to sort the list;
      • Version
      • Recent
      • Date Created
      • Date Published
      • Created By
      • Published By
  • Actual list of versions for the process diagram selected
    • By default, the Draft is first status on the list followed by Published and Archived.
    • You can click one of the versions of the process and it will take you to WMS Designer which displays the process diagram.
    • Ellipses – every version has ellipses located at the right of the version status. Clicking the ellipses will give you the following actions (which are applicable based on your access permissions for the selected process);
      • For Draft Version
        • Edit – click to go to the Designer tab to edit the process
        • Delete – click the ‘Delete’ button, a dialog box will appear on screen to inform this action cannot be undone. Click ‘Delete Draft Process’ and the draft process will be removed from the list.
        • Create Independent Copy – clicking this will take you to the Designer Tab, in an independent copy of the process which you must rename.
      • For Published Version
        • View - this will take you to the Designer Tab and show the process diagram, but you cannot edit or make changes to the process or form(s).
        • Create New Version – click the “Create New Version” button, a dialog box will appear on screen that will give you two (2) options:
          • Minor Version – will only allow you to change the Help text, Descriptions and Field Calculations and once published, the changes made will impact processes already started.
          • Major Version – will allow you to change everything in the process design and once published, the changes made will only be reflected in new processes started.
        • Create Independent Copy - clicking this will take you to the Designer Tab, in an independent copy of the process which you must rename.
        • Archive – when you click ‘Archive’ button, a dialog box will appear on the screen informing you that the process can no longer be started once archived. Clicking ‘Archive Process version’ will store the process in the archive.
      • For Archived Version
        • View - takes you to the Designer Tab and shows the process diagram and forms/help. All content can be viewed but not edited.
        • Create Independent Copy - clicking this will take you to the Designer Tab, in an independent copy of the process which you must rename.
  • Action buttons – These are the different action buttons you can see under the Details Tab. Located at the bottom of the right-hand pane.
  • For Draft Status
    • Edit – takes you to the Designer Tab and you can edit or make amends to the process.
  • For Published Status
    • Go to Start Process – this will take you to the WMS Catalog and displays the Start Form and you can kick-off the process.
    • New Version – this will allow you to choose to create new minor or major versions.
      • When you click the “New Version” button, a dialog box will appear on the screen that will give you two (2) options. These are the options you can select in the dialog box.
        • Minor Version – will only allow you to change the Help text, Descriptions and Field Calculations and will impact the existing processes.
        • Major Version – will allow you to change everything in the process and will only impact new processes.
    • View Published Version – takes you to the Designer Tab and shows the process diagram. You cannot edit or make amends to the process or forms.
  • For Archived
    • Once a process is archived, the "Go to Start Process" button is disabled. Meaning you cannot start an archived process.

What can you do with a process design which is in draft status?

  • Delete Draft Process
    • Option exists where there is only a draft of the process design (no previous published versions)
    • Allows you to delete the process design Draft.
    • Click the ‘Delete Draft Process’ button, a dialog box will appear on the screen.
    • Once the action is confirmed, the process will be removed.
  • Discard Draft Changes
    • Option exists where there is a draft of the process design but there is a previous published version.
    • Allows you to delete the process design Draft.
    • Click the ‘Discard Draft Changes’ button, a dialog box will appear on the screen.
    • Once the action is confirmed, the process will be removed.

Collapsible menu item: Information (on the far right hand side)

  • See detail for the designer of the process, the creation date and time.
    • Created By – will display the user name of the designer/creator of the process.
    • Created Date – will display the creation date and time of Process following the format DD MMM YYYY HH: MM (how long ago: days, months, years)

Collapsible menu item: Security (on the far right hand side)

  • Allows you to define permission for users to edit/create versions of the process. If enabled, you must add the users which are permitted to take actions
    • Search – you can search for the users or groups that were given access to the process.
    • Add a user or group by clicking on the ‘Add’ button.
    • A Dialog box will appear. There are 2 options to choose from:
      • User – adding security permission to a user.
      • User Group – adding security permission for a user group.
    • List of User/Group – this will show you the list of the users/groups that can edit/create versions of the process.
      • By default, the process creator cannot be deselected.
      • You can define the credentials of the user/group by checking or unchecking the box in the Update column.
      • You can Delete the user/group by clicking the ‘Delete’ icon located next to Update column.

Collapsible menu item: Process Search (on the far right hand side)

  • Allows you to define if users can search for specified information (fields)
    • At process level - so before a user starts a process they can check for potential duplicates, thus reducing processing costs to their organisation. Some examples of how useful process search can be:
      • Avoid duplicate invoices or purchase orders being sent to Finance
      • Duplicate vendor set up requests
      • Duplicate holiday requests
      • Duplicate Candidate / Employee onboarding processes
    • At task level - when a process in already in motion, give users the ability to see what else is happening. Search at task level can only be set up in a new version of a published process design.
  • Specify Searchable Fields (drag and drop)
    • Only fields from Published versions will be listed. The Process Display Field is always searchable and will automatically be displayed in the results list
    • The searchable fields are only the fields where you expect  relevant information to be found 
  • Specify Fields to display in Search Results (drag and drop)
    • Select relevant fields from the Available fields list (keep the list of fields short so that information is readable to end user in run time. Field information will be visible in a grid, each field being a column - so if you select too many fields the information will be very compacted)
    • Order your selected fields so that information is displayed in the best usable and readable format for end users
Last updated: 02 April 2025 09:20 AM
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