Project Processes#

Tools on this tab#

• Search — type to filter by instance code, process name, or who started it.
• Filter by process — narrow the list to a single process.
• View toggle — switch between a flat list and a grouped view (grouped organizes instances into one section per module — Order Fulfillment, Purchase Request, Purchase Order, Warehouse, Equipment, Deliveries, RFP, Reimbursement, Invoice, CRM & Sales, Payroll, Projects, Cross-Module, or General).

Instance columns#

Click any row to open the instance's details.

Filling In a Step's Fields#

A step built as a plain Action step with Fields (see Step 3: Configure a step below) shows a Fill Form button on its card while the step is in progress. Click it to open a form with one control per field — a text box, number box, date picker, currency box, or dropdown, and a proper item-list editor for an Item List field with searchable warehouse and item pickers (by name, not id) and each item's on-hand quantity shown next to it. The form blocks submitting with insufficient stock or the same warehouse picked as both source and destination. Submitting completes the step.

Fill Form only appears on steps built this way — a step that already uses a specialized form (its Form Dialog (FDD) set to something other than the default, such as a Stock Transfer Request) keeps that form as its input surface instead.

Once such a step completes, its card shows a Form button that opens a read-only view of what was submitted and what the step's On Complete Action did with it. For an Item Movement step (and the other inventory actions — Write-off, Stock Adjustment, Goods Returned, Goods Dispatched, Production Output) this printable form shows the actual warehouse names, item names and SKUs, and the applied unit price and totals, rather than raw internal ids or zero amounts.

Exporting Documents from an Instance#

Once at least one step's form has been submitted, a Steps ⇄ Exportable toggle appears next to the step-count heading, above the step cards — it only shows up once there's something to export. Switching to Exportable lists every submitted document in the run (including documents from any spawned sub-workflow) with an Export <Name> button that downloads a branded PDF copy — for example a Purchase Request, a Canvass Sheet, or a Supplier Selection award sheet. See Purchase Requests → Tracking a Request for what each of those documents contains. Each row also has a Preview button next to Export — it opens the same document in a full-screen preview rendered from the run's real data, without downloading anything, so you can check it before exporting. Switch back to Steps to return to the step cards and flow timeline.

An Excel button sits next to Export on every row — it downloads the same document as a real .xlsx workbook instead of a PDF, built from the run's real submission data. It renders through your company's active spreadsheet template for that document type if you've set one up, or a sensible default layout otherwise (for the Canvass Sheet, the default is a supplier tabulation matrix — one price column per supplier, with the lowest quote per item bolded) — so the Excel button always works, whether or not you've designed a custom spreadsheet look.

You don't need the toggle for just one document, either — once a step's document is locked in, that step's own card in the Steps view carries a Download button (next to its form-type chip) that grabs just that document straight away.

Instance and step statuses#

Instances can be Running, Completed, Cancelled, or Cancellation Pending. Each step can be Pending, In Progress, Completed, Skipped, or Void.

Void is set on every step — including ones already Completed — the moment the instance is cancelled, so a cancelled run reads as nullified end to end instead of just stopping mid-flow. A step's earlier status isn't lost; it stays on record in the audit trail. See Cancelling an Instance below for what else a cancel does.

Automation failed badge#

If a step has an On Complete Action configured (for example, chaining to another workflow or moving inventory) and that automation failed after the step completed, a red Automation failed chip appears on the step card in the timeline. Hover over the chip to see the error detail. The workflow itself continues — the step is still marked completed — but the automated action did not run and must be handled manually.

When an automation fails, the person who completed the step and the person who started the instance also receive a bell notification. Clicking the notification takes you to Workspace → Processes → Instances so you can find the affected run.

Payment trio waiting state#

When a Payment Request step is set to wait for its spawned Payment Approval / Payment Release sub-workflow, opening its task shows the linked request read-only, with a status chip: Awaiting approval & release while the sub-workflow is running. The chip updates to Payment released once the sub-workflow releases the payment, or Rejected if it's turned down — either way, the step then finishes on its own; there's nothing to submit.

If the upstream Purchase Order step split its award across suppliers, the Payment Request step shows one tab per purchase order instead of a single form — each tab's payee is locked to that PO's awarded supplier, with its own amount to fill in. Submitting files one Request for Payment per PO, and the waiting state that follows lists every one of them (each with its own live-updating read-only detail).

A summary badge tracks progress across all of them as each request moves through approval and release: 3 payment requests filed while none have been released yet, 2 of 3 payments released once some have, and All 3 payments released once every one has. Reaching that final, all-released state also finishes the step on its own — a note confirms "All payments have been released — this step is complete and the workflow has moved on to the next step," so re-opening a completed split-award Payment Request task never looks stuck on an old "filed" count.

The Void Warning#

Cancelling doesn't just stop the workflow — it also voids the documents its steps already generated, so a cancelled run doesn't leave live-looking Purchase Orders, Purchase Requests, Sales Orders, or Requests for Payment behind it. Before you confirm, the dialog lists each affected document in one of two groups:

• Will be voided — for example "Step 4 already generated Purchase Order PO-000042 — cancelling will void it." The document's status becomes Voided.
• Left untouched, with the reason — a payment already recorded against it, it's already posted to the books, its goods were already received, physical stock already moved, or it already finished its own lifecycle. Handle these manually if they shouldn't stand.

Sales invoices are never voided by a cancel. An invoice posts to the books the moment it's created, so it always shows up in the "left untouched" group as posted to the books — even a still-Draft invoice. See Sales Invoice.

Tools on this tab#

• Search — filter templates by name or module.
• View toggle — switch between List view, Grid view, and Grouped view (grouped organizes templates by category).

Template columns (List view)#

Each row has a Start button (to launch an instance) and an Edit button (to open the builder).

Step 1: Enter the basic details#

Click Edit Details to open the basic-info panel:

Process Name *

• A descriptive name (for example, "Purchase Request").

Module

• Choose which page this workflow belongs to — the module is the page that offers it: General, Purchase Request, Purchase Order, Equipment, Warehouse, Deliveries, Request for Payment (RFP), Reimbursement, Invoice, CRM, Payroll, or Projects. (Order Fulfillment workflows are built from the Order Fulfillment page itself and aren't offered here.)
• The module tags the template so it's offered wherever that page starts a workflow — for example, a Request for Payment (RFP) template appears in the RFP Workflow setting under Settings → Workflows and in the Request for Payment page's picker, and a Purchase Request template appears when starting a new request on the Purchasing page.
• Choosing Request for Payment (RFP) on a brand-new, empty template automatically fills in the payment trio's starter steps — Submit Payment Request, Approve Payment Request, and Release Payment, already connected with the reject-back-to-request paths described below. It only seeds an empty builder; it never overwrites steps you've already added.

Description

• Optional. Explain what the process does.

Trigger Type

• Manual — the process is started by a person.
• Scheduled (Auto-run) — the process starts automatically on a schedule. Choosing this reveals a schedule editor.

Schedule (only when Scheduled)

• Frequency — Monthly (specific days), Weekly (specific days), or Every N days.
• Trigger Time — the hour the process should auto-start.
• Depending on the frequency, pick the Days of Month, Days of Week, or the Repeat Every (days) interval.

Tax handling

• Choose how tax is decided for this workflow's forms: Filer's choice (the default) leaves the Tax type field open on every Quotation, Purchase Order, and Purchase Request form the workflow uses, so whoever fills in the form picks VAT or Non-VAT per document. Fixed — VAT (12%) or Fixed — Non-VAT instead pre-selects that field and locks it on every one of those forms — the field shows a note that it's set by the workflow and can't be changed there. Existing workflows are unaffected until you deliberately change this setting.

Step 2: Build the workflow#

The Workflow canvas shows your steps as connected nodes, with a running count of steps and connections.

• Add a step using the add control on the canvas.
• Connect steps by drawing a link from one node to another. This defines the order. A connection can carry a condition — click a connection to cycle it between Default, Approved, and Rejected, which is how you route approval and rejection paths.
• Click a step node to open a quick popover summarizing its type, assignee, fields, and on-complete action, with buttons to Edit, Mark as Start / Mark as End, or remove it.

Step 3: Configure a step#

Click Edit on a step's popover to open the step editor. Here you set:

Step name and type

• Action — the assignee does work and may fill in a form.
• Approval — the assignee reviews an earlier step's submission and approves or rejects it.

Assignee

• Choose who handles the step: a specific User, a Role, a Department, or (on Approval steps) the Direct Supervisor of whoever completed the previous step.
• For Role or Department assignees, pick how it's handed out: Round-robin (auto-assign to the next person in rotation) or Quest Board (left unclaimed in a shared pool for anyone in that group to pick up).
• A fallback assignee can be set for Direct Supervisor steps in case the person has no manager.

Form Dialog (FDD) — on Action steps

• Choose the form the assignee fills in. Leave it on Default — Task Detail Dialog (TDD) for a plain task, or pick a specialized form such as Quotation, Purchase Request, Purchase Order, or the payment forms described below.

Payment trio (maker → approver → releaser): Payment Request, Payment Approval, and Payment Release work together as an ordered set that drives a Treasury Request for Payment from filing to payment. A Payment Approval step must have an earlier Payment Request step in the same flow, and a Payment Release step must have an earlier Payment Approval step — the Form Dialog picker greys out an option (with a hint) until its earlier step exists, and activating the template is blocked with an error if the order is still wrong. Rejecting on the approval or release step always sends the workflow back to the Payment Request step to be re-filed — that connection is drawn for you and shown locked (with a lock icon) on the canvas, so it can't be deleted or repointed. A Payment Request step doesn't have to be followed by its approval/release in the same template — it can instead spawn them as a separate sub-workflow (see Spawns sub-workflow below). A Payment Request step can also complete immediately on submit and hand the whole approve-and-release sub-workflow off to a later, dedicated step: give that later step the Payment Approval & Release Monitor Form Dialog and check Complete only when the sub-workflow is done — on activation it spawns the sub-workflow for the request(s) the Payment Request step filed, and it's read-only from there: it shows each request's live status and the proof of approval attached inside the sub-workflow, and auto-completes once every request is released. See Order Fulfillment → TDK Procurement Workflow for a worked example (its Payment Request Processing → Approve Payment & Send Proof steps).

Reviews submission from — on Approval steps

• Pick which earlier step's form this approval reviews.

Require proof of approval — on Approval steps

• Optional. When on, the assignee must attach at least one file (a signed document, a client confirmation email, and so on) before they can approve that step — ANTE blocks the approval until something is attached. See Approval & Review Tasks → Attaching Proof of Approval for what the assignee sees.

Require proof of approval on the generated RFP — on Payment Request steps

• Optional (off by default). When on, the Request for Payment this step files can't be approved until its approver attaches a proof of approval — whether that approval happens on a later step in the same template or inside a spawned Payment Approval & Release sub-workflow. The approver sees the same Attaching Proof of Approval experience linked above.

Document attachments — on Action steps

• Choose whether the assignee can or must attach supporting documents before completing the step: None — no attachments (the default), Optional — an attachments panel appears but nothing is required, or Required — the assignee must attach at least a minimum number of files before the step can be completed. Choosing Required reveals a Minimum documents field (1–20).
• When Optional or Required, a What to upload field lets you add a short instruction shown to the assignee on the attachments panel (for example, "Attach the drawings/specs suppliers quote against").
• See Approval & Review Tasks → Attaching Required Documents for what the assignee sees.

Fields — on Action steps

• Add the data the assignee should capture. Each field has a Label, a Type (Text, Number, Date, Currency, File Upload, Dropdown, or Item List), and a Req (required) checkbox.

On Complete Action — optional automation

• Make the step do something automatically when finished, such as Goods Received, Item Movement, Inventory Write-off, Stock Adjustment, Return to Supplier, Goods Dispatched, Consume BOM, Production Output, Quarantine Items, Release from Quarantine, or Start Another Process (Chain). You then map the step's fields to the action.
• Most of these actions move a list of items, so they need an Item List field on the same step to read items from — if you pick one of these actions before adding an Item List field, the builder shows a warning ("Add an Item List field to this step first — this action has no items to move, so it will do nothing") since the action would otherwise have nothing to act on. Add an Item List field under Fields above to clear it.
• If you choose Start Another Process (Chain) and the target workflow is inactive at the time a user tries to complete the step, the step will be blocked with a clear message ("Cannot complete this step: the chained workflow is inactive"). The user must re-activate the target workflow first, then complete the step.

Spawns sub-workflow — optional

• Have this step automatically start a child process when its form is locked in.
• Complete only when the sub-workflow is done — appears once a sub-workflow is chosen. Check it to make this step wait: it can't be completed while the spawned child process is still running, and it finishes automatically once that child completes. Leave unchecked (the default) for the child to run independently without holding this step open.
• Waiting message — appears once "Complete only when the sub-workflow is done" is checked. Optional text shown to the assignee while the step waits on its sub-workflow; leave it blank to show a generic default instead.

Mark as Start / Mark as End

• Mark which step begins the flow and which one ends it.

Step 4: Save and activate#

At the bottom of the builder:

• Save as Draft (new template) or Save Changes (existing) keeps your work. A name is required.
• Cancel (and the Back breadcrumb at the top of the builder) discards and returns to wherever you opened the builder from — for example back to the Templates tab if that's where you clicked Edit, rather than always landing on the Processes list.

For a user-owned template, use the header toggle to switch a template between active and inactive:

• Set as Active publishes the template so it can be started (it needs at least one step).
• Set as Inactive hides it from the start pickers (it moves to the Archived filter).

Important — child workflow guard: If other active workflows chain into this template (using "Start Another Process (Chain)" or a sub-workflow spawn), setting it to Inactive will block those workflows at the chaining step. Before deactivating, ANTE checks for such dependents and shows a confirmation dialog listing the affected workflows. Review the list and confirm only if you are sure those parent workflows can be paused. If you proceed, any running process that reaches a step chaining into this template will be blocked until the template is re-activated.

Browsing the Catalogue#

Documents are grouped by business area — Sales & Fulfillment, Purchasing, Treasury & Payments, and Inventory. Each card shows the document's name and a badge:

• Customized — you've saved at least one design for this document.
• Branded — a built-in document-style renderer; no design needed.
• Generic — falls back to a plain summary export until you design one.

Click Preview on any card to open a full-screen PDF preview using sample data. Generic documents also show an Edit button that opens the visual designer in a new browser tab. A template card in the Templates tab also has its own Exportables button, opening the same Preview/Edit catalogue scoped to just that workflow's documents.

The Document Designer#

The designer is a free-form canvas, opened in its own browser tab at full screen, where you lay out text, lines, boxes, images, and data fields exactly where you want them on the page. This is the document (PDF) format — for the structured spreadsheet format, see The Spreadsheet Designer below.

• Design blocks — add Text, Line, Rectangle, or Image blocks from the left panel, then drag them anywhere on the canvas. Hold Shift while dragging to snap-align to nearby blocks, and resize from the corner handle.
• Data fields — the same panel lists every field you can bind to this document's real data, grouped by source (for example the document itself, the company, or an earlier workflow step). Click a field to drop it onto the canvas. Groups marked with a warning icon only render when that step actually exists earlier in the workflow.
• Company data on canvas — a toggle in the Company fields group switches what the canvas displays while you design: My company (your real company details) or Sample (generic placeholder text).
• Items table — click Items table in a group to drop in the line-items table. Right-click it (or double-click) and choose Configure table… to open the table style editor:
  • Columns & alignment — turn columns on or off and set each one's alignment. Besides the usual Item, Description, Qty, Unit Price, Discount, Amount, and Tax, trade-specific columns are available: UOM, MT (metric tons), Grade, and Size (MM). Each column's header label can be overridden too.
  • Colors and Grid lines & spacing — header fill/text color, body text color, border color, horizontal/vertical grid lines, line thickness, a Font for the table (Roboto, Helvetica, Times, or Courier), font size, and cell padding.
  • Column background colors — a color picker for each visible column, tinting that column's body cells. The dialog's own live preview table updates immediately as you pick a color, matching what the canvas and PDF export already show.
  • Totals — choose how the table's footer totals: Auto (follows the template's Non-VAT/VAT look automatically), None, Total only, VAT breakdown (subtotal + VAT + total, with a VAT-inclusive/exclusive choice), or Column sums (a grand-total row that sums quantity, MT, and amount in place — the style used by trading documents). The Subtotal, VAT, and Total row labels can each be overridden.
  • Ruled totals form — a checkbox available whenever Totals is set to Total only, VAT breakdown, or Auto. Turn it on for an alternative totals presentation used by trading-style documents: a dashed rule above the totals block, each row's label on the left instead of the usual right-aligned pair, the quantity and MT column sums shown on the grand-total row, and a heavy rule below it. Turning it on also shows a small Preview schematic directly beneath the checkbox — the same dashed rule, labels, sums, and heavy rule — so you can check the look before saving.
  • Totals band & footer rows — a checkbox prints a gray ***NOTHING FOLLOWS*** band under the last item row. Below that, build your own footer rows directly on the live preview: click Add row for a blank row or a ready-made totals layout (Grand total, Grand total (VAT-inclusive), or Subtotal + VAT + Total), then click a cell to edit its content, alignment, bold, and background color in a popup, or drag a cell to reorder it within its row. Right-click a row for Edit cell, Add column (splits the row's widest cell to make room), Add row below, Make gray band (turns the row into a full-width shaded marker), or Delete row. A Σ icon on a cell means its value is calculated automatically from the item rows (subtotal, VAT, total, quantity, or MT) rather than typed. If Totals above is still set to Total only or VAT breakdown, that computed row shows here as a link — click it to convert it into these same editable, draggable cells.
• Table (manual) — add a free-standing table you fill in by hand (for example a signature block or an acceptance grid), independent of the line-items table. Right-click it (or double-click) for Edit table… to open its editor:
  • Add row / Add column grow the grid; select a cell to Delete row or Delete column.
  • Click any cell in the live preview to edit it: a static Value, or an optional Dynamic field binding that pulls in real data instead of typed text. Set its alignment, Bold, Font and font size, and background color, and merge it across columns and/or rows.
  • Per selected row, set a row background color and toggle the line below this row.
  • Table-wide, set the outer border thickness, the inner (row divider) thickness, the border color, and whether vertical dividers between columns are shown.
• Right-click any other block (or double-click it) for Edit text… / Edit line… / Edit box… / Edit style… (fields) to adjust its size, font (Roboto, Helvetica, Times, or Courier), color, boldness, and opacity with a live preview, plus Duplicate and Delete. Images also offer Replace image…. Inside a text block's content, wrap any part of it in double asterisks (**like this**) to bold just that part — both the canvas and the exported PDF render the wrapped text bold while the rest keeps the block's own weight; text with no asterisks is unaffected.
• Layering — every block's right-click menu also has Bring to front and Send to background, for when one block (for example a background box) needs to sit behind or in front of others.
• Locking a block — right-click a block and choose Lock (the same right-click menu on a locked block shows Unlock instead). A locked block can't be dragged, resized, double-click-edited, or click-selected — right-clicking it still works, so Unlock from that menu is the only way back in. A small lock badge marks it on the canvas. Locking is purely an editing safeguard; it has no effect on the exported PDF.
• The top bar also has Undo/Redo, an advanced panel for direct CSS-style overrides, a reset-look button, and Add a page for multi-page documents.

One Template, Two Looks (VAT / Non-VAT)#

Each saved document template can hold two designs — a Non-VAT look and a VAT look — switched with the toggle in the designer's top bar. ANTE prints whichever look matches the document: the VAT look when the run is taxable, otherwise the Non-VAT look. Switching to a look you haven't created yet starts it as a copy of the one you're on, so you only need to adjust what's different (typically the table's Totals setting). Spreadsheet templates don't have a VAT/Non-VAT split — they hold a single look.

The Spreadsheet Designer#

Opening or starting a spreadsheet template (see New spreadsheet template (.xlsx) below) replaces the free-form canvas with the spreadsheet designer, in place — same page, no separate dialog. A Spreadsheet chip next to the document name in the top bar marks that you're in this mode; opening a document template again swaps you back to the canvas.

On the left is a live grid preview of the workbook — title row, company block, any bound rows you've added, and the items table filled with sample data (a note under the grid reminds you the real export renders the step's actual submission instead). For the Canvass Sheet document type, the preview shows the supplier tabulation matrix: one price column per supplier, with the lowest quote per row bolded and an extended total per supplier.

On the right, the configuration panel has three parts:

• Sheet — the Title text shown above the table, the Worksheet tab name (the name of the tab inside the downloaded workbook, capped at 31 characters), and toggles for Company header, Totals row, Freeze header rows, Banded rows (zebra striping), and — for the Canvass Sheet only — Supplier price matrix. A Header fill and Header text color picker set the items table's header row colors.
• Columns — every column in the items table, in the order they'll print. Each row has a checkbox to show or hide that column, an editable label to rename its header, and up/down arrows to reorder it. An Add column dropdown offers any column not already in the loadout, drawn from the same column catalog as the document designer's items table (Item, Description, Qty, UOM, MT, Grade, Size, Unit Price, Discount, Amount, and Tax).
• Bound rows above the table — label/value rows printed between the company block and the items table (for example "Payee: Juan Dela Cruz"). Click Add bound row to add one, then set its Label text and pick the data field it pulls from — the same binding catalog the document designer's data-fields panel offers. A trash icon removes a row.

Preview .xlsx in the top bar downloads a sample workbook rendered from the current draft, so you can check the layout before saving. Save keeps it: saving a brand-new spreadsheet draft first asks for a Template name (optional — leave it blank and ANTE names it automatically). The first spreadsheet template you save for a document type activates automatically, so it starts driving that document's Excel export immediately; later ones save inactive until you Use them from the Templates list.

Saving, Naming, and Managing Templates#

Click Preview in the designer's top bar at any time to check the current layout against sample data, or Save to keep it.

• The first time you save a new design, a Name this template prompt asks for a Template name (optional — leave it blank and ANTE names it automatically).
• If both the VAT and Non-VAT looks have unsaved changes, a prompt lets you save just the one you're on or Save both.
• Click Templates in the top bar to open the full list of saved templates for this document — document AND spreadsheet templates together, one grid. A spreadsheet template's card shows a small worksheet-style preview instead of a page thumbnail, plus a Sheet badge next to its name so you can tell the two formats apart at a glance. The Active badge marks what real exports actually use — since the two formats activate independently, one document template AND one spreadsheet template can both show Active at the same time. Per template you can Use (activate it), Open it back into the editor (a spreadsheet card swaps the editor into the spreadsheet designer; a document card swaps it back to the canvas), Duplicate it, rename it, or delete it.
• New document template starts a fresh PDF design from scratch, and New spreadsheet template (.xlsx) starts a fresh spreadsheet design from the document type's default layout (opening straight into the spreadsheet designer) — pick whichever format you want to start. Use a prebuilt and Import from file below always produce a document template (there's no prebuilt or AI-import path for the spreadsheet format yet).Use a prebuilt opens a list of ready-made designs for this document type — for Quotation, that list has two entries, Steel Quotation (a faithful NSTP sample look — uppercase headings, USD amounts, a tall fixed grid) and Quotation (Default) (a simpler, compact grid sized to the actual items). Click Preview on one to see it rendered full screen with sample data before committing; from that preview, click Use this design to add it as your own new, editable template (or Keep looking to close the preview and try another).
  • Some prebuilts also ask you to choose before they're added — clicking Use this design on one of these first opens a Use "<prebuilt name>"? prompt with up to two choices, only showing the ones that apply to that prebuilt:
    • Company header — every Steel prebuilt (Quotation, Purchase Order, Proforma Invoice, Delivery Receipt, Sales Contract, Invoice, Payment) carries a built-in sample letterhead, so this choice always appears for them: Sample details keeps the built-in demo company name, address, and contact info as fixed text; My company data shows your own company profile details instead.
    • General Terms & Conditions page — shown only for prebuilts that carry that optional page (for example, the Sales Contract prebuilt): Sample terms (the full pre-filled General Terms & Conditions text), Empty page (just the section headings, so you can fill in your own wording), or No terms page (leaves it out entirely, for a one-page contract).
    Make your choices and click Use design to add the template. Prebuilts with nothing to choose skip this prompt and add the template right away.
  A template added this way starts with every block locked; unlock only the blocks you want to change (right-click → Unlock). Import from file (AI copies the layout) lets you upload a sample document (an image or PDF of a document you already use) and has AI recreate its layout as a new, inactive template you can review and activate afterward — this needs an AI key configured under Settings → Cloud Credentials first.

Start a process run#

On the Templates tab, click Start on the template (or use New Process), choose the template, optionally link it to a Project or Engagement, then click Start Process.

Find a running instance#

Open the Instances tab, stay on the Running sub-tab, and use Search or Filter by process to locate it. Click the row to open it.

See how far a run has gotten#

Open the instance — the Progress bar, the per-step status badges, and the Flow timeline show exactly where it is.

Edit who handles a step#

Open the template in the builder, click the step node, choose Edit, and change the Assignee. Save your changes.

Make an editable copy of a locked template#

Open the pre-built template and click Duplicate to customize. You'll be editing your own copy, where everything is unlocked.

Cancel a run#

Open the running instance, click Cancel Instance, enter a reason, and confirm. It may require approval depending on your company's settings.

Why can't I start a template?#

Only Active templates appear in the Start Process picker. If a template is still a Draft or is Archived, activate it first (or, for pre-built templates, make sure it's set to Active).

What's the difference between a template and an instance?#

A template is the reusable blueprint. An instance is one actual run of that blueprint, with its own progress and data.

Can a document type have both a PDF template and a spreadsheet template active?#

Yes. The document (PDF) and spreadsheet (.xlsx) formats activate independently, so a document type can have one of each Active at the same time — the Export button always uses the active document template, and the Excel button always uses the active spreadsheet template. See The Spreadsheet Designer above.

Who can cancel an instance?#

The person who started it, an administrator, or a user granted cancel permission. Others won't see the Cancel Instance button.

My instance shows "Cancellation Pending" — what does that mean?#

Your company requires cancellations to be approved. The run is paused awaiting an administrator's approval or rejection of the cancellation request.

I can't complete a step — it says the chained workflow is inactive. What do I do?#

The step's On Complete Action is set to chain into another workflow, but that target workflow is currently inactive. Go to Workspace → Processes → Templates, find the target workflow, and set it to Active. Then return to the step and try to complete it again.

A step shows an "Automation failed" badge — what should I do?#

The step completed successfully, but its on-complete automation (for example, a chain to another workflow or an inventory action) did not run. The badge shows the error detail on hover. Handle the missed action manually (for example, start the chained process by hand or correct the inventory) and contact your administrator if the root cause is unclear.

Why is "Payment Approval" or "Payment Release" greyed out in the Form Dialog list?#

Payment Approval needs an earlier Payment Request step in the same flow, and Payment Release needs an earlier Payment Approval step. Add the missing step (or move it earlier), and the option becomes available.

Why can't I delete or move this rejected connection on the canvas?#

It's the payment trio's locked reject-to-request path (shown with a lock icon) — an approver or releaser step's rejection always routes back to the Payment Request step, so that connection can't be removed or repointed.

💡 Note: The processes, templates, and actions you can see depend on your role and permissions. Contact your administrator if you need additional access.