Change the process of a Work Item

HEFLO allows you to change the process of a work item. This action allows the work item to follow the workflow of another published process.

HEFLO will then cancel the work item and its sub tokens back to the first task of the published version of the desired new process.

This functionality saves the information filled in the work item of the original process and makes it available in the target process even if the corresponding fields are not associated with the same tasks of the process.

Also, after the process change, the work item will keep the various attachments in the “Files” tab, as well as the messages and emails that are present in the “Conversation” tab.

How do I change the process of a Work Item?

  1. Choose the work item you want to modify.
  2. Click on the “three dots” at the top right of the work item.
  3. Click on “Change process”.
  4. Choose the process from the list of processes published in automation.

From then on, the work item will revert to the first task in the new process, even if the work item was at a later task than the first in the original process. HEFLO will automatically populate the form fields of the first task with the information that has already been associated with this work item even if it corresponded to another task in the original process.

When the work item continues to follow the workflow, the form fields corresponding to the information provided in the old process will be automatically filled.

Warning: This feature is only available for the main token of a work item. If your work item is divided into several sub tokens (for example in the case of an inclusive or parallel gateway) then you will have to wait for the synchronization of the sub tokens to be able to use this functionality.

How do I change the process of multiple Work Items?

  1. Go to the tasks list in your workspace.
  2. Enable multiple selection if it is not enabled.
  3. Select the desired work items.
  4. Click on this icon:
  5. Choose the process from the list of processes published in automation.

How do I give access to this feature to a specific role?

A new option is available when assigning features per process. This option allows the user to change the process of the work item, it also gives the possibility to use the functionality: “Upgrade version”. To learn more about this feature: Upgrade the process version for a Work Item.

To learn more about how to create or update a user role: Roles on HEFLO.

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