Working on process instances in Heritage Process Portal

Heritage Process Portal includes a ready-to-use interface for working with process instances. All instances include the business data, tasks, and a summary of the progress of the instance. Some instances also include documents that are created and used throughout the lifetime of the instance, and activities that require action or observation by authorized users.

Prerequisites

To work on a process instance in the Process Instance details page, the following prerequisites apply:

Authorization

To see the details of a process instance, you must be authorized in one of the following ways:
- Be a member of the instance owner team
- Own a task in the instance, be a member of the team who can claim tasks that belong to the instance, or be the manager of this team
- Be a member of the team that is assigned to the Expose Performance Metrics setting for the business process definition
- Follow the instance
- Be mentioned in a comment on the process instance
To see the Gantt Chart icon for navigating to the Gantt chart, you must belong to a security group that is assigned to the ACTION_VIEW_PROCESS_DIAGRAM Heritage Process Portal action policy.

Process configuration

The process definition must be configured in the following way:

To see business data in the Data section, the corresponding variables must be defined as being visible in Heritage Process Portal.

Process instance details page

The following figure shows the ready-to-use interface that is provided in Heritage Process Portal for working on process instances. If another interface was specified for the process when it was configured, the instance details page that you see might differ from the one shown here.

Figure 1. Working on process instances in Heritage Process Portal This figure shows the Heritage Process Portal window that is displayed when you open a process instance. The areas of the window are called out in the figure. Each of these areas is described in the table that follows the figure. The numbers that are used in the figure and in the table are referential only and do not appear in the actual user interface.

This figure shows the Heritage Process Portal window that is displayed when you open a process instance. The areas of the window are called out in the figure. Each of these areas is described in the table that follows the figure. The numbers that are used in the figure and in the table are referential only and do not appear in the actual user interface.

Table 1. The areas in the ready-to-use process instance interface
Area	Description
1	Data section. The section shows the business data for the instance. In the ready-to-use interface, you cannot update the data that is shown here.
2	Documents section. The section displays a list of documents and folders that are associated with the process instance. From here you can view, add, or delete folders, check documents in and out, and view, add, or delete documents. Attention: Some process instances do not have a Documents section.
3	Tasks section. The section displays a list of the tasks that belong to the process instance that are either open or completed. Authorized users can work on a task by clicking a task name.
4	The section provides a summary of the progress of the process instance. It contains the following information: The status and progress of the instance. If you are a member of the administrators group, you can take the following actions: Change the due date of the instance If a due date is not set for the instance, assign a date Remove the due date so that the instance is always on track The stream events. You can add both new comments to the stream and append comments to existing ones. Depending on the type of instance, you can also add documents to the stream.
5	Activities section. The section displays the activities that belong to the process instance that are scheduled, in progress, or completed. Attention: Some process instances do not have any activities. In this situations, the activities list is empty. For more information about working with activities, see Working on activities in Heritage Process Portal.
6	Refresh icon. The contents of the page is refreshed automatically after a certain length of time interval. You can also use the icon to get the latest updates.
7	Gantt Chart icon. Click the icon to open the Gantt chart for the process instance. For more information, see The Gantt chart. Attention: The icon is available only if you are authorized to see the Gantt chart.