Running the release process for multiple revisions

The release process can be run for multiple revisions of the same workflow step at the same time.

The Run release process action only includes revisions that are in the same workflow step — the filter for the Workflow step column restricts the table accordingly. Revisions that are currently in Review are also listed in the table. However, you do not end the review itself here, but in the review area, see Ending a review.

Prerequisites

You are a Process Owner or BPM Manager.

Context

The Run release process action lets you run steps of the release process for one or more revisions of different processes at the same time.

If you want to start the release process for multiple process revisions at the same time, the selected revisions must be in the same workflow step.

The Run release process page lists all imported processes of the Process Space in a sortable and filterable table.

The table shows the columns Process name, Revision, Imported on, Imported by and Workflow step, among others.

The table of revisions contains all revisions. For the BPM Manager, these are the revisions of all processes of the Process Space, and for a Process Owner, the revisions of all processes they are responsible for. If there are many entries, the table is spread over several pages.

Use the check boxes to select the revisions in the same workflow step for which you want to initiate the next workflow step.

An information dialog can be opened for each process.

You can restrict the entries to the relevant revisions, for example by using the filter value for the Workflow step column.

In addition to specific revision numbers, you can also restrict the list to the latest, i.e. most recently created revisions.

You can move revisions of several processes to the next workflow step together. To do this, select no more than one revision per process. All selected revisions must have the same release process and be in the same workflow step.

Workflow steps and possible actions

Workflow step: Start workflow

Start release process or Discard revision

The release process is to be started for a new process revision in order to publish it as a new version (usually after a review).
Workflow step: 2 - Create review

Create review or Skip step or Discard revision

A review is usually to be created and started for the process revision.

You must enter the required information for the review and, in particular, select the participants and owners of the review.

The review can then be started directly.

If the review step is to be skipped, you can decide directly on the release of the revision, for example if only graphical corrections have been made.
Workflow step: 3 - In review

The review is currently being carried out. or Discard revision

This workflow step is only displayed as a status.

In the table, you can navigate to the revision and from there to the review.
Workflow step: 4 - Publish

Publish as new version or Discard revision

After a successful review, the revision is released and can be published.

You must enter the required information for publication.

The revision can then be published directly. It is then valid within its validity period.
Discard revision

The selected revisions can be discarded in any workflow step.

This makes sense, for example, if a review has revealed significant deficiencies in the process version.

How to proceed

In the main menu, select Processes > Manage Processes.

The overview page of the same name appears.
Select the Actions tab.
Select the Run release process action in the Releases tile.

The page of the same name appears.
To be able to initiate the next workflow step for specific revisions, use the Workflow step filter to restrict the list of revisions to a specific workflow step. To do this, click the filter, set the filter and close the filter selection by clicking the filter again.

The table is restricted accordingly.
Select the check boxes of the revisions for which the next workflow step is to be initiated.
Click Run action on [Number] revision(s).

The Run release process dialog appears.
To initiate or skip the next workflow step, click the relevant button.

A message dialog appears.

To initiate another workflow step for the selected revisions, click Perform another step. Otherwise, click Close.
To discard the revisions and cancel the release process, click Discard revision.

A message dialog appears. Click Close.