Status of a Process
Processes pass through various statuses, particularly during the release process.
The life cycle of a process begins with a draft created in Bpanda’s integrated Modeler, or with the import of a process from a modeling tool. Before the process becomes a valid version for a particular period, it normally passes through a release process, at the heart of which is the review. To this end, a draft must be submitted as a revision. A process that is imported for the first time also constitutes a revision of that process.
A revision has four possible paths: it is assessed and approved in the review, in which case it is published. It is rejected in the review, in which case it is not published. It is released without a review and thus published. Or it is discarded during the release process.
A process is published as a version for a particular validity period. This results in the statuses “Valid” and “Next” for exactly one version each, and “Upcoming” for all subsequently valid versions. After the validity period has elapsed, the version has the status “Expired”. Only one version of the process can have the status “Expired” at any given time. As a Process Owner or BPM Manager, you can retroactively change the validity period of a version with the status “Valid”, “Next”, “Upcoming” or “Expired”. You can only change the start as long as the version is not yet valid; it must not be in the past and not before the start of the predecessor version. The end must be at the latest one day before the end of the successor version; in the case of an expired version, it can only be changed as long as no successor version has been published. If the new period overlaps with an adjoining version, Bpanda shifts that version’s start or end and shows you this beforehand.
A version can be edited again either in the Modeler or in the modeling tool and can then pass through the release process as a new revision of the process. All versions that are older than the version with the status “Expired” have the status “Invalid”. Several past versions of the process can have the status “Invalid”.
| Status | Description |
|---|---|
| Draft | A draft is created in Bpanda as an outline (name, description), a happy path (with a synchronized diagram) or a Modeler diagram, and can be submitted as a process revision. This status is displayed on the page for capturing a process in text form (Happy Path Editor) and also in the search results. A process that was created with the Happy Path Editor or the Modeler can be edited again as a draft. Visibility: Only for the user who creates or edits it |
| Imported | The revision has been submitted (draft) or imported (modeling tool) and can be processed further in accordance with the release process. Normally, the next step is a review of the process revision. Visibility: BPM Manager, Process Owners and Process Contributors of the process |
| In Review | The revision is in review and is currently being checked by the Review Participants for correctness and weaknesses. Visibility: BPM Manager, Process Owners, Review Owners and Review Participants |
| Approved | The revision has been approved in the review. To this end, a positive decision was made on the release of the process after the review had been completed. Visibility: BPM Manager, Process Owners, Review Owners and Review Participants |
| In Release | The revision has been released without a preceding review. This status is displayed on the search results page. On the process page, “Imported” is displayed. Visibility: BPM Manager, Process Owners and Process Contributors of the process |
| Not published | The revision was not approved in the review and has therefore not been published. Visibility: BPM Manager, Process Owners and Process Contributors of the process as well as Review Owners and Review Participants of the review |
| Discarded | The revision was discarded before it was published. Visibility: BPM Manager, Process Owners and Process Contributors of the process |
| Upcoming | The version is released, but its validity period only begins after that of the version with the status “Next”. It becomes valid as soon as its period begins. All versions that become valid after the version with the status “Next” have the status “Upcoming”. Visibility: All users. Users who are explicitly blocked for the process are an exception. |
| Next | The version is released, and its validity period begins directly after that of the currently valid version. It becomes valid once the currently valid process version expires and then automatically changes its status to “Valid”. Visibility: All users. Users who are explicitly blocked for the process are an exception. |
| Valid | In the last step of the release process, the revision was published as a version that is valid for the current period. A version is always assigned a validity period when it is published. Within the validity period, the status is displayed next to the process title. Six weeks before the validity expires, Process Owners and BPM Managers receive a task; around four weeks before, the Process Owners additionally receive a notification, which is repeated weekly until the validity expires. Both are omitted if a successor version has already been published. Visibility: All users. Users who are explicitly blocked for the process are an exception. |
| Expired | The validity period of the version has elapsed. The version no longer appears in the search for Process Users, but it can be called up via the version history. The task for the Process Owners and BPM Managers then reads “The version of your process ‘<Name>’ has expired. Please take care of a new process version”. Visibility: All users. Users who are explicitly blocked for the process are an exception. |
| Invalid | The version is the predecessor of an expired or invalid version. The version no longer appears in the search for Process Users, but it can be called up via the version history. Visibility: All users. Users who are explicitly blocked for the process are an exception. |