A process workflow can assign tasks, route forms, and generate documents through its process and form instances. Tasks and forms assigned to users can also be attached to files. These files and documents are stored in the application file server or in the DMS file storage folder, whose configuration is defined in the “Start” process step. Therefore, renaming a process definition shall also trigger changes to the process instance and the form instance in the DMS file storage folder. 

In this example, the process instance “MyDMS-Workflow-Main-INST2” was created and executed by the process definition “MyDMS-Workflow-Main”. 

The “Forms, Tasks, Sub-workflows and Generated Documents” are stored in the DMS file storage folder, whose configuration is defined in the “Start” process step.

On the process definition page, select this item, then click “Actions > Rename”.

Provide a new name and click the “Update” button. 

The process definition is renamed, and a confirmation message appears in the top-right corner. Click “View > History” to view the list of changes to this definition over time.  

Navigate to the “Process > Instance” page to view the name change in the “Definition Name” column.  

Select the process instance, then click “View > Render” to see the name change in the “Definition” hyperlink.  

On the Process Instance page, select this item, then click “Actions > Rename”.

Provide a new name and click the “Update” button. 

The process instance is renamed, and a confirmation message appears in the top-right corner. 

Select the process instance, then click “View > Render” to see the name change in the “Definition” hyperlink.  

Click “Items > Documents” to open the DMS file storage folder for this instance. The instance name has been changed. 

The DMS “Forms” folder stores the form instance and any uploaded files. Note: The folder is created only if the forms include file attachments. 

Navigate to "Form > Instance" and select the form instance created by the workflow. Use the navigation icon to view the process instance that defined this form instance.  

On the Form Instance page, select this item, then click “Actions > Rename”.

Provide a new name and click the “Update” button. 

The form instance is renamed, and a confirmation message appears in the top-right corner. 

Navigate to the DMS file storage folder for this instance. The form instance name has been changed.