11.1.3. Process Alteration

Over time, as organization grow or their needs change, their processes and policies may require alteration.

There are two ways to change processes in the program:

1. Add New Version

When a new version of a process is added, all current processes (existing in the application) will retain the content of the previous version. All future processes, however, will adopt the content of the new version.

To create a new version of a process, take the following steps:

• From the Processes module (inside the Application Tree), double-click on Process Design. It will open a new tab called Process Edit.
  
• In the Process Edit tab, right-click on the desired process and select the Add New Version option.
  
• Selecting Add New Version will generate a new version below the previous one. Double-click on the newly generated version. It will launch the Process Designer in a new tab.
  

*Whenever a new version is generated, it will contain a copy of the previous version of the process. Users can thus review the previous version and apply modifications as needed.

2. Process / State Mapping

In the Process Mapper window, users can change the state of previously published content in the process.

*To access this window, users will need to first modify the previously published process and then attempt to republish it. Once the Publish button has been selected, the Process Mapper window will be displayed.

As mentioned in this window, state mapping refers to the practice of connecting deleted activities from the previously published process to new activities in the modified process. By selecting a new state for a removed one, the content of the removed state will be transferred to the new state.

• Removed States: This column displays the states or activities that have been removed from the process. These states belong to the previous publication of the process.
  • States in this field are identified by their name (rather than title).
• New States: This column (using individual dropdown fields) displays the new states or activities in the process. These states belong to the modified process, set up following its previous publication.
  • States in this field are identified by their name (rather than title).

!For each removed state, users can match a new state from the corresponding dropdown. All removed states need to be mapped.

In this window, users can also choose to remove any unused objects in the modified process.

• Remove Unused Dependencies: This is a checkbox which, if selected, allows users to remove unused objects and their dependencies from the modified process.

Once all removed states have been mapped and changes are applied, the modified process will be published.