Working with Process Instances

Depending on your access rights (actor or non-actor) the system will determine what you can action on a process. All actors on the process must complete required fields before any actions can be taken.

  1. Click the Processes tab located at the top of the page.
  2. Choose a project from the All Projects menu.

    3. The Project Processes page is displayed.

  3. Filter for the process whose details you want to view.
  4. Click the process number or subject of the process you want to access.

    5. The Process instance page is displayed.

On the Processes page, you can click to view a process. To view only the processes for a project, select the project from the drop-down list.

  1. Access the Process instance page.
  2. Complete all required data fields.
  3. Depending on your account settings, you may or may not have the option to take any of the following actions:
  4. Before finalizing the process step you can take any of the following actions:
    • Click Check Spelling to check the spelling of the selected tab.
    • Click the Show Routing History link to view the routing history of this process step.
    • Click the Show Workflow Diagram link to view the workflow diagram of this process.
    • Click Print to print the select tab.
    • Click Save to save changes to the process step and return to the item later.
    • Click Cancel to close this window and cancel this action. All unsaved data will be lost.

Troubleshooting Code Step Errors

If a Code Step error is displayed, make sure that you read the most recent comment on the Comments tab for more details or instructions on resolving the error. After resolving the error, click the Retry Code Step Execution button in the Error message to proceed.

If you click the Retry Code Step Execution button before resolving the current error, a new error will be generated and added as a new comment on the Comments tab.

Mail Merge - Combined Attachment Size Limit

While executing automated steps, a Mail Merge error may be caused by large total upload size exceeding 300 MB. e-Builder will check the combined file size of all attachments and display an error if the combined file size exceeds 300 MB.

This limit does not apply to the manual Mail Merge Templates option.

As a workaround, you can use the Print feature to download the files instead. Note that the files can only be printed if they are viewable in PDF format.

  1. On the process instance details page, click the Print button. The Mail Merge Templates popup is displayed.
  2. To use a template, select the Merge Templates option and select a template from the drop-down list.
  3. Select the Print Attached Documents check box to download the files to your computer.
  4. To proceed, click Print. The Document Print Options window is displayed. You can reorder the files here, if needed.
  5. Click Print.

If the output file exceeds 50 pages, you may be asked to confirm the file download by clicking OK.

Fields and Buttons

Below are descriptions of the fields and buttons located on this page.

  • Accept/ Decline: The option to accept or decline to act on a process step is only available if there are multiple actors on the step. If you click Decline, the process step will no longer appear in your court.
  • Workflow Override: This button is displayed only for administrators and users with Manage Workflow permissions. Click this button to override the step and move the process instance to another step in the process.
  • All Fields View: This button is displayed for administrators and users with Manage Workflow permissions only. Click this button to view a list of all data fields and their values for the process.
  • Show History: Click this link to open the Routing History page and view an audit trail of the process.
  • Show Workflow Diagram: Click this link to view the workflow diagram. The current step will be highlighted.
  • Current Actors: Click this link to view current actors on the process steps.
  • Take Action: Click the drop-down arrow to the left of this field to select an action to take, and then click this button to take the action. Taking action will move the process to the next step in the workflow.
  • Check Spelling: Click this button to check the spelling of data fields on this page.
  • Submit: Click this button to complete the start step when initiating a process.
  • Forward: This button only appears if the step has been configured for flexible routing by your account administrator. Click this button to forward the process to another user on the project.
  • Reply: This button is only displayed if the step has been configured for flexible routing by your account administrator. Click this button to reply to the user on the project that forwarded the process to you.
  • Print: Click this button to print the process step. Based the settings for this step, this button may or may not appear. For more information, on disabling the printing option for a process step, see Edit Step Page Overview.
  • Copy: This button is displayed for processes that are already in progress. Click this button to duplicate the process instance. This capability allows you to carry over existing, reusable information, reducing data entry efforts. Once a process instance is copied, data entry fields are copied as well, such as custom fields, data fields, company and contact information and reason codes. If this is a cost process, all cost data is also carried over with the exception of line items and dynamic line items.
  • Delegate: Click this button to delegate the current step to another user on the project.
  • Save: Click to Save the current filled out data and return to it at a later time.
  • Delete Draft: This button is available only for account administrators, the process initiator and users with the permissions to access draft processes. Click to delete the draft. To learn more about managing draft processes, see View Draft Processes Permission.
  • Cancel: Click this button to cancel the current action. All unsaved data will be lost.
  • Map location: If the process has been geo-enabled, click the Choose from map button to view the map and select the process location. Once a map location has been added, click XYZ coordinates to see the coordinates along 3 axes. You can also use the Map Tools.

The Details tab lists all data fields for the process.

  • If you're an actor on the step, required fields must be completed before you can take an action on the step.
  • File fields may or may not include a thumbnail of the attached file. Administrators can choose to show thumbnail images by selecting the Show Attachment Thumbnail check box on the File Data Field Properties page. For instructions on accessing this page, see Add Data Fields.

Displays a list of comments added to the process in chronological order. Date and time stamps are also included. The Comments tab also displays comments containing more details or instructions to resolve any code step errors.

If a comment was entered by a user (commenter) on behalf of another (delegator), the user IDs of the commenter and the delegator will be displayed.

The commenter will not be able to delete their comment once they have left the delegation session. However, the delegator is able to delete the comment left by the commenter.

If a document or process is attached, it also can be referenced here. From here you can also add and request comments.

From this tab you can download and view a list of documents attached to the process. You can also attach documents as a reference or supporting evidence, such as a sketch, plan, specification, or budget.

On this tab, you can attach or view a list of processes attached to the process.

This tab will only appear if the Forms module is enabled on your account. Click the Attached Forms tab to view a list of forms attached to the process. You can also attach forms as reference or supporting evidence.

Displays a list of processes that this process is attached to.