Process Instances
Overview
A Process Instance is a single execution of a process definition, representing a specific case or transaction moving through your business process. While the process definition is the blueprint, each instance is a live, running occurrence with its own data, state, and history.
Instance Properties
Each process instance has the following core properties:
| Property | Description | Required |
|---|---|---|
| Subject | A descriptive title for this instance | Yes |
| Regarding | Reference to the primary entity record this instance operates on | Yes |
| Process Version | The version of the process definition this instance is running on | Yes (auto-assigned) |
| Parent Process Instance | Reference to a parent process if this instance was started as a sub-process | No |
| Start Date | When this instance was created/started | Yes (auto-assigned) |
| Due Date | When this instance is expected to complete | No |
Subject
The Subject provides a human-readable identifier for the instance, typically derived from the related record or business context.
Regarding
The Regarding field links the instance to the primary entity record. This is the record defined as the Primary Entity when the process was created.
Process Version
Every instance runs on a specific, immutable version of the process definition. This ensures that:
- In-flight instances are never affected by process design changes
- You can identify exactly which version's logic is being executed
- Historical instances can be traced back to their exact process design
Parent Process Instance
When a process is started as a sub-process from another process (via On Entering or On Exiting automation), the Parent Process Instance field links back to the calling process. This enables:
- Hierarchical process tracking
- Parent-child relationship visibility
- Coordinated process completion
Process Viewer
The Process Viewer provides a visual representation of a process instance's current state and history. It displays the process flow with real-time status information for each stage.
Stage Statuses
The Process Viewer displays each stage with a status indicator:
| Status | Icon | Description |
|---|---|---|
| Completed | ✅ | Stage has been successfully finished |
| In Progress | 🔄 | Stage is currently active and awaiting completion |
| Not Visited | ⏳ | Stage has not yet been reached in this instance |
| Overdue | ⚠️ | Stage has exceeded its due date |
| Faulted | ❌ | Stage encountered an error during execution |
| Cancelled | 🚫 | Stage was cancelled before completion |
Stage Instance History
When a process has non-linear flow—where a stage can be visited multiple times due to loops, returns, or rework—the Process Viewer tracks all instances of each stage visit.
Example: Review Stage visited 3 times
| Visit | Outcome | Duration | Assignee |
|---|---|---|---|
| 1 | Needs Rework | 2 hours | User A |
| 2 | Needs Rework | 1 hour | User A |
| 3 | Approved | 30 min | User B |
Each stage visit is recorded separately, capturing:
| Information | Description |
|---|---|
| Visit Number | Sequential count of times this stage was entered |
| Entry Time | When this visit started |
| Exit Time | When this visit completed |
| Duration | How long this visit took |
| Outcome | The result/decision from this visit |
| Assignee | Who handled this visit |
| Transition Taken | Which path was taken when exiting |
The stage instance history is invaluable for:
- Identifying bottlenecks: Stages with frequent revisits may indicate unclear requirements or quality issues
- Measuring efficiency: Compare durations across visits to track improvement
- Auditing decisions: See exactly who made what decision at each visit
- Process optimization: Use patterns to redesign processes and reduce unnecessary loops
Process Viewer Features
| Feature | Description |
|---|---|
| Visual Flow | Displays the process stages in their configured layout |
| Real-time Status | Shows current status of each stage with color coding |
| Stage Details | Click any stage to see details, assignments, and history |
| Instance History | View all visits for stages with multiple entries |
| Timeline View | See chronological progression through the process |
| Trace Access | Quick access to detailed trace records for debugging |
Instance Lifecycle
A process instance goes through several states during its lifetime:
| State | Description |
|---|---|
| Created | Instance has been initiated but not yet started |
| In Progress | Instance is actively moving through stages |
| Completed | Instance has reached a terminating stage successfully |
| Cancelled | Instance was manually cancelled before completion |
| Faulted | Instance encountered an unrecoverable error |
Working with Instances
Viewing Instance Details
From the Process Viewer, you can:
- See the current stage and overall progress
- Review the history of all completed stages
- Access task assignments and their statuses
- View trace data for debugging
- Check SLA compliance and due dates
Manual Intervention
In some cases, you may need to intervene in a running instance:
| Action | When to Use |
|---|---|
| Reassign Task | Current assignee is unavailable |
| Skip Stage | Stage is no longer needed for this instance |
| Move to Stage | Jump to a different stage (use carefully) |
| Cancel Instance | Instance should not continue |
Manual interventions bypass the normal process flow. Use them sparingly and document the reason. Consider whether the need for frequent intervention indicates a process design issue.