Process Definitions

Understand the list of functions available for Process Definitions

Last published at: February 3rd, 2026

This function helps build a process workflow.

Process definitions include the design for each process. These definitions can be managed through the process definitions screen. The definitions UI appears as follows:

On this process definition screen, the following operations can be performed:

Create a new definition.
Design (or modify) a definition.
Debug a definition workflow.
Edit the definition metadata.
Rename a definition with a new name.
Make a copy of an existing definition.
Change the definition's ownership.
Save the definition as a template.
Manage snapshots of a workflow definition.
Get the process URL.
Validate all / selected definitions.
Remove Instances from the selected definition.
Mark/Unmark the definition as a favorite.
Move the definition to the recycle bin.
AI Copilot - Create Process.
Render the process definition.
Render the process view.
Render the process task view.
View the definition's history (list of changes).
View Heat Map.
Export the definition as an XML file.
Export the definition as a PNG file.
Export the definition and any sub-workflows as a ZIP file.
Export the definition's properties as an Excel file.
Export the definition as a BPMN file.
Export the definition as a PDF file.
Export the definition as an SQL file.
Import another definition's XML (overwrite).
Import the definition's properties as an Excel file.
Grant users or application roles permissions to View, Design, and Remove the definition.
Revoke the above permissions.
View locked definitions and unlock locked definitions.
Optimize the link priority.
Tag the process definitions.
Update Master Variables / Globals.
Update Waiting Instances.
Archive process definition instances.
View the definition's usage.

On the Process Definitions page, click the Actions menu to access features such as “Create, Design, Debug, Edit, Rename, Copy, Change Owner, Save As Template, Manage Snapshots, Get Process URL, Validate, Remove Instances, Favorites, and Recycle Bin.”

On the Process Definitions page, select the definition, then click the “AI Copilot” menu to access features such as “Create Process” and “Summarise Process."

On the Process Definitions page, select a definition, then click the “View” menu to access features such as “Render, Process View, Process Task View, History, and Heat Map."

On the Process Definitions page, select a definition, then click the “Export” menu to access features such as “XML, PNG, ZIP, Properties, BPMIN, PDF Report, and SQL”.

On the Process Definitions page, select a definition, then click the “Import” menu to access features such as “XML” and “Properties”.

On the Process Definitions page, select a definition, then click the “Security” menu to access features such as “Permissions” and “Definition Locks.” You can grant and revoke permissions to access the Process Definition and unlock it for changes.

On the Process Definitions page, select a definition, then click the “Utils” menu to access features such as “Optimize Link Priority, Tags, Master Variables and Globals, Update Waiting Instances, Archive Instances, Usage, and Table View”.

Creating a new Process Definition.

On the Process Definition page, select the Actions > Create menu option. A pop-up window with configuration options will then appear.

In the Create Definition pop-up, enter the definition name. Select the checkbox to open the designer after creation. Select the checkbox to create a definition from an existing template. Expand the Additional Information section. Provide the required details. Click the Create button to proceed. The new definition will be created and appear on the process definition page. The definition is displayed with an editor canvas for configuration.

Create from a file(s).

This function lets you create process definitions using drag-and-drop. Choose the definition XML from your local folder, then drag and drop the file onto the process definition page. The application validates the XML and creates a new process definition. This feature also supports ZIP files containing multiple process definitions and their sub-workflows. The definitions will be generated and shown in the Process definitions table.

Design the definition in the workflow designer.

Choose the definition from the process designer page. Go to Actions > Design to open the definition in a new tab. Alternatively, double-click the definition to open the designer page. Note that selecting multiple definitions opens them in the same designer tab, as multiple tabs or windows are not permitted.

Lock and unlock process definitions.

By default, an average user can view only the process definitions they have created or have permission to access. They can also view process definitions created by other users if permitted. Depending on the permissions set by the admin or the user who created the definition, the average user can “View,” "Design,” or “Remove” the process definition.

The definition is limited to the user who creates or edits the process. There is no option to collaborate on building workflows; the definition remains locked until changes are saved and closed.

A locked definition can be unlocked by another user who has View, Design, or Remove permissions on it. Once unlocked, that user can lock the definition again to prevent further edits. The first user cannot save changes if the definition is no longer locked to them. The application will notify the first user of the lock status and display the username of the person making changes. This safety feature helps prevent content from being overwritten by multiple users at the same time.

Render process definitions.

Select a process definition, then navigate to the View > Render menu option. The page displays metadata such as creation date, creator, last update date, last updater, and the number of instances. A thumbnail view lets you quickly browse the workflow by moving the white placeholder.

You can use the “Search” textbox to filter results and the hyperlink to navigate to the process step on the large workflow.