Events affect the course of the process or process stages. They can start, delay, or end the flow of the process. On a process diagram, events are represented by circles. There are three main types of events: start, intermediate, and end.
A Start event initiates the process and shows where it begins. A process can contain only one start event.
In the Start event settings, you can schedule the process start, create a process start form, add a name template, etc. To open the settings window, double-click on the event shape in the process diagram.
- Instructions – in this field you can enter a brief description of the process. It will be displayed in the process start window, which will help employees to easily understand how the process works.
Notification on process start – here you can enter the notification text, which you will see at the top of the page after you start the process.
On this tab, you can customize the display of the process start window. It will open immediately after you start the process.
To customize the form, drag variables from the Context column to the Name on form column. To create a new variable, click on the + Add button.
Specify which variables are required and which are read-only.
Please note that if you add a Name variable on the form, the user will have to manually enter the name for each started process instance.
You can also use an existing form template or create a new template. Read more about form templates in this article.
The configured start window looks, for instance, like this:
Start Settings Tab
"Create" button - if you select this option, an employee will be able to start the process from the main page of the system by clicking the Create button.
Schedule - this option allows you to run the process on a schedule.
In the Start process field, the current date and time are filled out automatically. If the process is run repeatedly in certain periods of time, this data is used to calculate each next run.
The End field indicates the date and time after which the system will no longer initiate the process.
In the Repeat field you can specify how often the process will be launched:
- Once - the process will be started once. If you select the additional option Repeat throughout the day, the system will repeatedly re-initiate the process during the day in certain periods of time:
- Day – select this option if you want to run the process every day or every few days. In the Repeat every ... days field you can specify how often the process must be started. In addition, you can customize the behavior of the system if the event falls on a non-working day.
- Week – select this option if you want to run the process every week or every few days. If necessary, select the day of the week when the process should start. In addition, you can specify how the system must behave if the start falls on a non-working day.
For example, the weekly reporting process will run every week on Mondays at 11 o'clock in the morning. If the start falls on a non-working day, the process will not be launched this week.
- Month - the process will start every month or every few months. Specify days when the system must initiate the process.
For example, the salary payment process will run on the 10th and 20th day of the month. If these dates fall on a non-working day, then the process start will be postponed until the nearest working day.
Only on weekdays field allows you to configure the behavior of the system if the start falls on a non-working day.
- Skip – the process started will be skipped.
- Previous – the process will be started the previous working day.
- Next – the process will be started the next working day.
- Nearest working day – the process will be started on the nearest working day.
If overdue option determines the behavior of the system if the server was unavailable at the moment the process start was scheduled.
On this tab, you can add a name template for the process instance. You won't have to enter the name manually every time you start the process.
In the Template field, enter a name for the process instance, if necessary, add a context variable, for example, the full name of the initiator. The list of available variables is opened by clicking on the + icon in the right corner of the field.
Timer Intermediate Event
A timer intermediate event represents a delay in the process for a specific period of time. The number of intermediate events is not limited, they can be located anywhere in the process between the start and end events.
In the event settings, you can change its name and specify when the timer must go off.
If you select this option, you can specify the exact time, after which the process execution will continue. For example, the process will wait for a customer response for two days. Once this period is over, the timer goes off and the process continues.
Note that you can specify a deadline according to the business calendar.
You can specify the day and the time when the process execution will continue using a context variable.
In the Due date field, select a variable from the list or add a new variable. To do this, click Create a new variable and the window that opens fill in all the required fields.
Please note that you cannot change the type because Timer Intermediate Events always use Date/Time variables. However, you can specify additional parameters:
- Set current date and time - the current date and time will be inserted in the field automatically (according to the time zone of the user).
- Do not require to specify time - when filling in the Date/Time variable, the user is not required to specify the time.
Fill in all required fields and click the Create button.
An End Event indicates where a process or one of its branches ends. End events cannot have outgoing connectors. The number of such events in the process is unlimited. To improve the readability of the process diagram, you can specify the name of the end event in its settings.