1. Implementing Your Cloud Integrations
  2. Preparing the Process Definition for Use

Preparing the Process Definition for Use

This topic describes how to publish and activate the process definition so that it can be referenced and used for intake forms.

Preparing process definitions for use involves:

  • Versions

  • Activation

  • Linking to a transaction type

Working with Versions

Your first iteration of a process definition is version 1.0. After you activate that process definition, you would then need to create a new version explicitly before rolling out new changes. The new version would be 1.0, 2.0, or whatever your numbering scheme is at your agency. You can have numerous versions of an application in design mode if needed. You create a new version by clicking the version number for that process application to display a drop-down menu and clicking New version.

Note: The version you reference for your transaction type (such as in the Workflow Setup section on the Permit Type page) applies to all new submitted transactions, while the previous version will continue to apply to the transactions that were submitted while that version was referenced by the transaction type.

For more information on OCI Process Automation versions, see Work with Versions.

When working with versions, keep these items in mind:

  • Do not reuse the same version number used on a previous version of the process definition. If you reuse the same version number when you activate the application, all open process instances using that version will be terminated and sent to a status of complete regardless of where they actually are in the workflow. To prevent this, make sure to use a new version number for each newly activated version.

  • When you activate and associate a new version number to a transaction type definition, such as a permit, only the transactions submitted after the new version of the workflow process definition has been applied can take advantage of the changes made in the newest version of the process definition. All in-process transactions continue to use the workflow process definition version number in place when those applications were submitted. For example, if you make a change to the role or user ID assigned to a swimlane in version 2 of a process definition, only the intake forms submitted after version 2 has been associated with the transaction type can take advantage of the swimlane assignment change. All intake forms currently being processed continue to use swimlane assignments defined in version 1 of that workflow process definition.

  • Do not deactivate a previous version of a process definition because in-process transactions may still be using it.

Activating Process Definitions

Activating an application makes any new or modified process definitions within that application available to associate with an intake form for a transaction type definition. When you've completed your changes to a version, click Activate.

For more information see Activate Applications.

Linking a Process to a Transaction Type

When an application has been published and activated, you can link it to a transaction type. On the transaction type page, such as the Permit Type page, use the Workflow Setup section to specify the workflow process definition to use for that transaction type. There you specify the:

  • Application

  • Version

  • Process Definition

For more information, see: