The Client - Process History tabs relate to Automations for the client. Refer to Client Process and Process History.
This article contains the following sections:
- Displaying the Process History Checklist
- Automatic Refresh and Setting the Refresh Rate
- Displaying the Process History Checklist from Task lists
- Displaying the Drawer with the Details of what the Step Created
- Completing a Task from the Process History Checklist
- Checking if a Process has a Delay Step
- Stopping a Process that is in Progress
Displaying the Process History Checklist
In the Process History list, to see further details of any of the Processes, click an entry to open the Process History Checklist for that process.
The Process History Checklist displays a summary of the steps in the process.
When the Process uses an Alter Document step, the Process History Checklist shows a summary of what was altered in the document.
The steps are colour coded to display their current status:
- Green = Success
- Grey = In Progress
- Red = Error
- White = Stopped
If needed, you can click the Toggle to hide the completed items to hide these. This can be useful when there is a process with a lot of steps that is still being processed.
Automatic Refresh and Setting the Refresh Rate
Process History Checklist automatically refreshes. By default this is every 5 seconds. If any Tasks are set as "Completed" from the Checklist, this is automatically refreshed. If the Task has been set as a "blocking" Task, when the Task is set as "Completed", once the automatic Refresh has run the process will automatically continue.
The Checklist display a countdown to the next refresh.
You can change the time interval for the automatic Refresh from the the drop-down next to the countdown. Any changes to the time interval are only applicable while the current Checklist is open.
When the automatic Refresh is "Off" the Checklist can be manually refreshed.
Displaying the Process History Checklist from Task lists
You can also display the Process History Checklist from any of the Task lists (the Tasks list, Home - My Tasks, Home - Delegated Tasks, Client - Tasks and Job - Tasks) by clicking the View Process Checklist icon that displays in a view next to a Task that has been created by a Process.
Displaying the Drawer with the Details of what the Step Created
In the Process History Checklist, if the process has created for example a document or task, you can click an item to display the drawer.
From the drawer you can see the details of what was created by the automation, Preview it and see any Comments.
From the Process History Checklist, you can open a document or email that has been created and, where relevant, edit this directly from the checklist.
Completing a Task from the Process History Checklist
The Process History Checklist would commonly be used where there is a Task in the process with Blocking as "On" and the Task needs to be set as "Completed" before the process can finish (refer to Task in Steps in Process Step Details - Creating Documents and Tasks). This could be, for example, where there is a Task created in the process to ensure that an email, word or any other document created in the previous step(s) has been checked.
When there is a Task that is blocking the Process, it shows with the following icon in the Process History Checklist.
When the Task is set as "Completed", the process can then continue and send the checked email or send an email with a checked document attached. When looking at the process in the Checklist, you can open emails or documents that have been created, and mark a Task as "Completed" directly from the Checklist.
When the blocking Task is set as "Completed", the checklist refreshes to show the updated action and any remaining steps are processed.
Note: If the Status of the blocking Task is set to "Rejected" the Process will stop.
In the following example, the Process has created two Tasks that need to be completed before the Process will complete. A Spreadsheet has been created and then a separate Task is created. The Spreadsheet needs to be checked and the Task needs to be set as "Completed". Once this is done, the State of the Job is updated and another Spreadsheet created and for this, the Task that needs to be completed is created as part of the Spreadsheet.
Completing a Task where a Separate Task has been created by the process
You can click the Task Status in the Process History Checklist to complete the Task.
You can click on the Task to display the drawer and mark the Task as "Complete" by selecting this from the Status.
Completing a Task where a Task is Created as part of Creating a Document
In the following example, a Task is created as part of creating a document, not as a separate step.
You can click the Task Status in the Process History Checklist to complete the Task
Or, you can open the drawer for the email or document that was created and complete the Task in the Tasks section of the document drawer in the checklist.
Checking if a Process has a Delay Step
You can also use the checklist to see if there is a Delay step that has been added to the Process that to set a delay in a process of a number of hours days or weeks (refer to Delay in Process Step Details - Other Functions).
Stopping a Process that is in Progress
If a Process is in progress, for example due to a blocking Task or a Delay, if needed, you can stop a process that is in Progress.
- From the Client - Process History, open the process that is blocked by a Task or a Delay.
- On the Process History Checklist, click the Stop button.
The Status of the process displays as "Stopped".
When a process is "Stopped", you can still display the information for any of the steps and use the links to see any documents or Tasks that were created in the same way as above.