Saving a process preserves your changes and makes them available to be edited by other users. Publishing a process makes it ‘live’ and visible to all users with permission to view it.
Save and Quick Save
When you click [Save] you create a new ‘in progress’ version of the process, preserving any changes you have made. Saving creates an entry in the change log where your comments will be recorded, and updates the version number by .1. This doesn’t make the process visible to all users though – your changes are only available to Promasters, Business Analysts and the process stakeholders.
If you have the Process Approval Workflow, Publish Only mode or the Publish Now button enabled in your config, you will have other options available on the Save dialogue box.
[Quick Save] bypasses the need to leave a comment and is helpful for securing your work step-by-step. It still updates the version number and creates a change log entry for audit, and like [Save], doesn’t publish the process.
Quick save is usually disabled when editing published processes in normal mode. This prevents small changes or unintended edits from being made public without extra consideration. Your Promaster can re-enable this function through the configuration menu if you want the option to quick save processes in a published state.
Process Approval Workflow
Publish Only Mode
Publish Now
Configuring Promapp
Publishing a Process
Publishing a process makes any edits and changes ‘public,’ visible to all users with permission to view the process. It updates the version number to the next whole number (x.0) and enters a note in the change log. How you publish a process depends on how your Promapp site is configured.
Publishing under Normal Mode
To publish a process, change the [Process State] field to published in the summary section of the edit page, and save the change. A process can only be published by the process owner, expert, one of the process editors or site Promasters or Business Analysts.
If the process state field isn’t visible, your organisation is likely using the Process Approval Workflow.
Process Approval Workflow
Publishing under the Process Approval Workflow (PAW)
When you are using PAW, you will see an option to [Submit for Approval] in the dialogue box when you save a process. Clicking this button submits the process to the assigned approvers. Once it has been approved, it can be published.
If you use the quick save check box, you won’t see the option to submit the process for approval. Your changes will be saved and the process remain in the in-progress state.
Processes can also be published from the Dashboard if you have the [Publish Now] button enabled as part of PAW. Again, this is only visible to Promasters.
Only Promasters can publish a process, unless additional publishers have been assigned at the process group level. Right click on the process group and select [Edit Stakeholders] to assign users as publishers.
Promapp can also be configured to auto-publish any process that has been fully approved. Ask one of your Promasters to enable this function if you want to use it.
Process Approval Workflow
Configuring Promapp
Publishing with Publish Only enabled
If you have the Publish Only mode enabled, you will have a [Publish] button on the save dialogue box. This will save and publish the changes you have made in one step. Choosing [Save] here will keep your changes but not publish them.