Accessing Workflows – Participant Processes

Overview

The Participant Processes area within Workflows allows you to design, configure, and manage automated workflow logic that is triggered by participant-related activities. From here, you can create new processes, build flows using action, query, wait, and process-flow blocks, and manage execution and triggers.

Step-by-Step Approach

1. Access the Participant Processes list

• Navigate to Workflows in the main menu.
• Select Participant Processes.
• The Participant Processes list view displays all available workflow processes.

2. Add a new Participant Process

• In the list view, click Add Process.
• Enter or edit the Process Name.
• Save your changes.
• Click the newly created or any existing process to open the configuration screen.

3. Enable or Disable Edit Mode

• Inside the process, toggle Edit Mode on or off.
• On – allows you to edit the workflow.
• Off – locks the workflow to prevent changes.

4. Configure the Process Flow

You can build your workflow using different block types. Each block is added from the flow builder using the color-coded icons.

Add an Action Block (Green + icon)

• Click the green + icon.
• Select Entity.
• Select Action Type.
• Select a trigger value for the action type.
• To remove the block, select Remove Action Block.

Add a Query Block (Blue + icon)

• Click the blue + icon.
• Select Entity.
• Select Query Type.
• Select a trigger value for the query type.
• To remove the block, select Remove Query Block.

Add a Wait Block (Orange + icon)

1. Click the orange + icon.
2. Select Entity.
3. Select a key-value pair for the selected field.
4. To remove the block, select Remove Wait Block.

Add a Process-Flow Step (Purple + icon)

• Click the purple + icon.
• Select Entity.
• Select the required value for that entity.

5. Start and Stop a Participant Process

• Click Start Process to enable execution.
• Click Stop Process to pause execution.

Execute Additional Actions

Interrupt Execution

• Select Execute Action: Interrupt to manually stop an active process instance.

6. Single-Row List View Actions

From the Participant Processes list view, you can perform the following per-process actions:

• Edit Process – open the workflow for editing.
• Change Name – rename the process.
• Email Trigger – enable or manage email-based triggers.
  • Select the Email template from the list.
• Final Form in Stage Trigger – set process triggers for form completion.
  • Select Stage from the Stage list.
• Stage Change Trigger – trigger the process when the participant's stage changes.
  • Select Trigger from the Trigger list.
• Object Changed Trigger – trigger when a linked object is updated.
  • Select Trigger from the Trigger list.
• Activity Status Changed Trigger – trigger based on activity updates.
  • Select Activity Participant Statuses and Activities from the list.
• Order Changed Trigger – trigger when participant order is modified.
  • Select Trigger Statuses from the list.

7. Multi-Row List View Actions

• Delete – remove one or more selected processes from the list.