Editing a BP Record for Editors

You can be designated as either an Editor on a specific step in a workflow, or as a Record Editor. As an Editor, you must have at least view permission to be able to view the record in the log and access it for editing.

Notes:

Step editors cannot edit a workflow record until the task assignee accepts the task and saves the draft.
Edits made and saved by assignees are not viewable until the assignee sends the record on to the next step. However, edits made and saved by record editors are viewable at any time.
Edits performed by editors are not audited; however, changes made by record editors are audited.
Edits performed on the end step of a workflow business process affect the record directly, as no draft exists.

Concurrent editors in a business process

While a workflow BP is on a step, or a non-workflow BP is in Edit mode, the system saves edits to fields, but does not commit the changes. For example, if editor one revises fields 1 to 5 and then saves the record, and editor two revises fields 6 to 10 and saves, the record retains all 10 edits. However, if editor two revises field 4, and saves the record after editor one saved the record, the data from editor two overwrites editor one's revision.

Note: Non-workflow Cost BPs cannot be updated concurrently. If a Non-workflow Cost BP record is updated through the following means, and the record is being updated by a concurrent editor, there will be a slight delay in the process because the update call will need to wait until any previous transactions are completed.

Upper form - updated via form view, bulk update, REST, RAP, Email action, as a result of Autocreation
Lineitems - created via form and grid views, CSV, REST, lineitemcreator DE, consolidation, copy
Lineitems - updated via UI, REST, RAP, as a result of Autocreation
Lineitems - deleted via UI, REST

To edit a non-workflow BP that is complete, click to open the BP and click Edit.

Notes:

If the BP is in a terminal status and you click Submit, the system disables the Edit button and the form can never be edited again.
If you update a record for which the current Status has been set to Inactive, you must select a different Status to continue with the update.

You can edit a workflow BP during the workflow process.

Note: If a view form is used on a terminal step, further editing is not possible.

You can add comments if you are not a task assignee, provided that you have the following permissions for business process records:

View
Add General Comments

In this scenario:

You only can add general comments when the business process record is in View mode.
You will not be able to hide comments. The Hide Comment option is available for task assignees who are working on an accepted task (an Action form associated with the workflow step).

Last Published Sunday, July 20, 2025