Working with Processes

See a brief overview of a process workflow as well as information on other ways to manipulate processes.

Processes can contain several tasks, and even other processes.

Workflow

  1. The process owner (Owner) creates a process.

  2. In the Builder panel, the owner assigns the process to one or more people:

    • Owner

    • Assignee

      Note

      You can assign processes to one assignee only.

      (After you select an assignee, you can choose to Delete that person from the process, or Change to a different person.)

    • Reviewer

      (After you select a reviewer, you can choose to Delete that person from the process, or Change to a different person.)

      You can assign successive reviewer rounds: when one reviewer in a round signs off on a process, the next round of reviewers are notified.

    • Shared with

    For more information about the different roles, see: Calendar Roles

  3. The assignee can begin work on the process, or reject it.

  4. When the assignee finishes his/her assigned work, the assignee selects Done.

    The process status is updated and further notifications are triggered, either to the users who are assigned as reviewers or to the owner.

    If the process does not have a reviewer, the link to the file is immediately visible to the owner.

  5. If the process has a reviewer, the link to the file is immediately visible to the reviewer for approval.

    After the reviewer approves the task, the link to the file is visible to the owner.

Moving Processes Around

You can drag processes around in the Gantt view to change their dates, or to extend or shorten their duration. When you move a process, the change is applied automatically.

Dragging a Process in the Gantt View

In the Year view, you can only change the date in weekly increments.

Discontinuing, Removing, or Suspending Processes

You can choose to stop working on a process or to remove it from your calendar.

  • In the Builder panel, click on the arrow next to the status and choose Discontinue. This will cancel the process and its child events for everyone who is working on it. The elements will remain in the calendar as canceled elements.

  • Click (Remove) in the calendar menu bar to remove the process and its child events from your calendar. All of your roles (except the creator role) in the process will be removed or canceled, depending on the rights for the roles. If you are the creator of the process, that role will remain.

  • In the Builder panel, click on the arrow next to the status and choose Suspend to put the process on hold. All the child events will be put on hold, too. You can then resume or discontinue the process and its child events.

Converting a Process to a Task

After creating a process, you realize that you probably could have made it a task instead. As long as you haven't assigned any tasks to the process, you can just click a button and convert it to a task. (The Convert to Task button is in the Process panel, in the heading section.)

Note

Processes don't usually need assignees, but you do need to add one if you want to convert the task.

If you have tasks assigned to the process, as long as you are the owner you can still convert the process to a task.

Discussing Your Processes

You can discuss the work progress on your process directly in the calendar. In the Process panel, choose (Open discussion) in the heading section. The Discussions panel opens. Here, you will find everyone assigned to your process listed, and you can start a new discussion.

Related Information