About Spawn Processes

Spawning a process is when a (parent) process instance is allowed to start or trigger another process instance (child).

A classic example of this would be a potential change order (PCO) that can spawn a change order request (COR) if approved by the appropriate parties. When the parent process spawns another process, the workflow stays in the spawn step until the child (or spawned) process completes the start step. Then the parent process will complete its spawn step and move along its path in the workflow. The child (or spawned) process will automatically attempt to complete the start step without requiring human intervention.

The spawn process step has only one action called Spawn Complete and cannot be altered. This action completes automatically when the child process successfully leaves the start step (as mentioned above). If the child (or spawned) process cannot complete the start step, then a comment will be added to the parent process describing the error. E-Builder Administrators and those actors in the spawn process step will be able to complete the start step of the child process.

To ensure that the child process automatically completes the start step, map the required fields from the parent process to the child process to allow the system to complete the start step for you.

For a step to complete, all defined required fields must be filled out (in data entry steps). The start step is a data entry step.

For detailed instructions on spawning a process, see Spawn Processes.

If your spawned step involves a process that includes a Lookup Process, when you select the lookup process from the Spawn Process drop-down arrow, additional options will be displayed on the Spawn Edit Step page. For additional information on Lookup Processes see Setup Lookup Processes.

While creating a child (spawned) process, ensure the following:

  • The child process to be spawned must be configured before enabling the parent process to spawn it.
  • A spawned process can be restricted to be “Automatically initiated by another process”.

The following methods can be used for spawning another process instance:

When you spawn a process, a process is allowed to start another process when the workflow enters that step. When the parent process spawns another process, the parent workflow stays in the spawn step until the child (or spawned) process completes its start step.

Once the start step of the child process is complete, the parent process will advance to the remaining steps. The child (or spawned) process will automatically attempt to complete its own start step without an individual acting on it. However, if there are data fields that need manual input, the spawned process will remain in draft until the data is input by the child’s process initiation actor.

The child process that will be spawned from this parent process must be created before configuring this step.

  1. Go to the Workflow Designer.
  2. Click and drag the spawn shape into the workflow area.

    3. The Edit Step dialog box for the spawn step is displayed.

    The Spawn Edit Step dialog box is displayed when you drag and drop a spawn shape onto the workflow designer or right-click the shape and click Properties. You can edit the properties of the spawn step on this page.

  3. On the Spawn Edit Step page, enter all required field information.
  4. Click Save.
  5. Connect the Step and the Spawn process by clicking both shapes and then right-clicking on the spawn process and selecting Connect.
  6. Follow the Connect Steps in the Workflow procedure to connect the Step and the Spawn process.

The next procedure in this process is Completing the Workflows.

Processes field: Parent process is named here. The process can not be changed if it is being used in a custom report type or if the field is being used.

Data tab of the child process

The required fields of the child start step must be mapped from the parent process to allow the system to automatically complete the start step of the child process instance. If it is not possible to map all the fields, the child process will remain in draft status until the designated actor intervenes.

Start layout of the child process

Processes field: Child process are named here. Processes can not be changed if it is being used in a custom report type or if the field is being used.

Data tab of the parent process

Since the required fields of the child start step must be mapped from the parent process to allow the system to automatically complete the start step of the child process instance, it is recommended to use the same fields as required in the parent process.

Sample page layout of the parent process

Parent process workflow spawn step properties

Mapping is done from the parent process spawn step properties. The required fields shown are those fields required on the child process start layout.

Required fields on the child start layout should also be required on the parent process to ensure they are populated when the process is spawned. Otherwise, the child process will remain in draft until an actor manually populates the field.

Spawn Step Data Field Mapping

Based on the mapping examples provided, the successful results of the created spawn step are as follows:

Parent Process Instance

This is a screenshot of the Parent Process instance and shows the linked Child Process.

Child Process Instance

Screenshot of the Child Process instance and shows the linked Parent Process

A successfully spawned step should have results similar to the following image:

Results of a successful spawned step

This method enables the actor of a step in the parent process to create a new child process instance from within the current parent process. The spawn button can be included on any step of the parent process which enables the actor of a step to create a new process instance manually. The spawned process is not automatically triggered by the parent process.

Benefits of a spawn button

  • Using a spawn button allows an actor to trigger an instance of a different process quickly and easily. After the child process is spawned, the actor maintains ownership of the parent process.
  • Using the button method to spawn a process allows for data field assignments from the parent process to the child process; this reduces the amount of data the actor on the child process will need to provide. It also provides continuity among data fields reducing confusion.

A spawn button can be used in the following cases:

  • A project manager is working in a Work Order process (parent). When needed, the PM can use the button to spawn a related Purchase Order Request process (child). The parent Work Order process does not need to be closed for the related child purchase order request to be routed.
  • An actor may want to automatically assign (or populate) the “Subject” data field of the existing process instance to the spawned process instance.
  • A Commitment Change process may need to spawn a budget change prior to being approved.
  • A Daily Inspection Process may need several instances for each different sub-consultant.
  • A Work Order may stay in one step and spawn many Purchase Orders and Pay Requests until Work Order is completed.

In the child process, a “Process Lookup” data type field must be created to point to the parent process.

For a spawn button to be successful, there must be a "Process Lookup" type data field on the child process for the parent process to point to.

Processes field: Process cannot be changed if it is being used in a custom report type or if the field is being used.

Data tab of the child (spawned) process

On the Data tab of the parent process, create process spawn buttons using a String Process Data Field.

  • The “Field Label” will be displayed to the left of the spawn button
  • The “Default Value” will be displayed below the spawn button
  • Enter the code to create the spawn button in the “Text To Show Above Data Field” box.
Spawn button field label

The format for this code is as follows:

Code Format Description
ebButton[{Text.Purchase Order} The text which will appear on the button.
{Process.BTNPO} The Process Prefix of the child process.
{DataField.Work Order Process Instance} For a spawn button to be successful, there must be a “Process Lookup” data type field on the child process that points to the parent process. Enter the field label of that field here.
{FieldsToCopy.Subject|Description of Work|Work Order #}] The Spawn Button allows data field assignments to flow from the parent process to the child process. To have that data pass from parent to child, the respective fields need to be present, in both parent and child in the exact same way.
For example: “Work Order #” in the parent will not work if the field is called “Work Order Number” in the child process. This piece of code is where those fields need to be listed. If there is more than one field that will be passed, separate each field with a ‘|’ (a vertical line or “pipe”). This entire piece of code can be omitted if there are no fields to pass from parent to child.

Sample page layout of the Parent Process

The expected results when using the Spawn button method are:

  • Purchase Order button: Because this button is a "Data" field, it can be added to any layout in the process. Therefore, a new process can be spawned manually from one or more steps.

  • Submit tab: This spawned instance is initiated and saved in "Draft" status. The appropriate actor for this process needs to access and proceed manually to "Submit".

  • Work Order Process Instance: This is the "Process Lookup" data type field that was created on the Child Process data tab.

Expected Results when using the Spawn button method

  • Name: Enter the name of the spawn process step in this field. This text also displays in the designer.
  • Send Comment Notifications To Actors: Select this check box to have an email notification sent to the actors in this step every time a comment is made or an action is taken on this step.

    Process notification settings take precedence over this setting. For more information, see Project Process Notification Settings Page Overview.

  • Description: Enter a description to be used to further describe the step. This description displays in the workflow designer when the mouse hovers over the shape.
  • Spawn Process: Click this drop-down arrow to select the spawned process. A list of active processes configured in the account populates in the drop-down arrow for you to choose from.
  • Spawned Process Initiator: Select the actor for this spawned process.
    • Parent Process Initiator: This is the default selection. Leave this option selected to have the parent process listed as the process initiator, which will not inherit any user information.
    • Last Actor on Parent Process: Select to make the previous step actor the process initiator on this spawned process. This allows you to hold someone accountable for the spawned process, as the spawned process will inherit information about the process initiator.
    • Automatically Spawned: Select this option if you do not want to list a person as the process initiator. The initiator will be listed as Automatically Spawned.
  • Attach [Parent Process Name]: When this check box is selected, the name of the parent process will appear in the Attached To tab of the spawn process and vice-versa. This allows project participants to quickly view the details of this association and link to the spawned/ parent process.
  • Copy Attached Files: Select this check box to automatically copy the attached files from this process to the spawn process. By default this check box is not selected.
  • Copy Cost Data: This check box displays only if both the parent and the spawned process are of the same cost type and all other cost settings for the process match exactly. This check box should be selected if the user wants the spawned process to receive all the cost data (including line items, amounts, funding and custom fields) from the parent cost process. The spawned process will also then be submitted. If the spawned process is set to check for cost controls on the start step, the cost data will be carried forward but the process will not be submitted.

    This feature applies to all cost types, with the exception of Actual Cost - User Choice cost processes. For more information, see About Cost Processes.

  • Layout: Click this drop-down arrow to select a page layout for this spawn process step. Remember the spawn process step will remain the current active step until the child process start step completes. If the child process does not complete right away then the process will remain in this step.
  • Actors: Process Initiator: Select this check box to make the process initiator an actor on this spawn step. Select roles in the Available Roles section and click Add to add members of these roles as actors for this step. If the child start step does not complete automatically then these actors (in addition to the e-Builder administrators) can access the start step. The start step will remain in draft format until manually processed by one of these actors.
  • Background Color: Click this button to select a background color for the conditional step which will display in the workflow designer. The default color is yellow.
  • Text Color: Click this button to select a text color for the conditional step which will display in the workflow designer. The default color is black.
  • Required Fields: If the spawn process selected has required data fields in the start step layout then this is where you map those fields. You have to map the required fields in order to save the spawn process step.
  • Optional Fields: The optional fields can be mapped to data fields in the spawn start step layout. It is up to you whether you want to include mapping for these fields or not.
  • Other Fields: The other fields can be mapped to data fields in the spawn start step layout. It is up to you whether you want to include mapping for these fields or not.