Client Process History Checklist

The Client - Process History tab displays a history of processes that have been run for the selected client. It can be used to review previous automations, track the progress and verify the steps completed during each process. elates to Automations that have been run for the selected client. 

User Groups with the Run Automations from Workspace permission can access this tab.

Displaying the Process History List

The Client - Process History list provides a list of all the historical processes that have been run for the selected client, including the Status, Process, Job, Start Date and how many steps have been executed.

By default, the Process History tab will be filtered to show only processes with a Started date within the past 7 days. To increase the date range, hover over the Started heading and click the List icon.
The Filters option is initially displayed. Use the fields to update the date range relative to the current date or click Clear to remove the filter.

Process History Toolbar Options

When an entry is selected from the Process History list, a Toolbar will appear at the top of the screen. 

Depending on the status of the automation, the Toolbar will display buttons for Stop, Run again, Retry, and Activity Link functions.

Tip: Right-click on a process to display the toolbar as a pop-up menu. An additional Open in new tab option is displayed if right-clicking on the Job.

Displaying the Process History Checklist

From the Process History List, click an entry to open the Process History Checklist for that process.
Tip: You can also display the Process History Checklist from any Task lists by clicking the Automation icon displayed next to the task.

The Process History Checklist displays a summary of the steps in the process.

When the Process uses an Alter Document or Update Job step, the Process History Checklist shows a summary of what was altered or updated.

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.

Using the Process History Checklist

Automatic Refresh and Setting the Refresh Rate

The Checklist displays a countdown to the next refresh, and automatically refreshes by default 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.

Displaying the Step Drawer Details

In the Process History Checklist 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 and see any Comments.

Note: Where a Comment is added to a Create Task, Create Job, Update Job, Create File Note, Copy Document, or Create Phone step, the comment icon will display.

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

When viewing the checklist, users can open generate emails and documents, and mark Tasks as Completed directly from the Checklist.

There are three main ways to complete a task. Click on the relevant heading below:

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 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.

1. From the Client - Process History, open the process that is blocked by a Task or a Delay.
    
2. 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.

Skip & Continue

Where an Automation Process has encountered an error, the Client - Process History Checklist will display a red row. 

To view details of the warning and whether the Skip & Continue function is available, users must navigate to Automation - Process History. 

Click on the relevant row in the list to display the Process Activity drawer. The error details will be displayed, and where available, the Skip & Continue function.

Note: The Skip & Continue function will not be displayed in the Client - Process History tab.

The actions available to the user will depend on whether there are any steps still to be run that depend on the step with the error to be completed.  Users may need to manually create or select additional information before the process can continue.

To use Skip & Continue:

1. Click Skip & Continue.
   

2. One of the following options will be displayed:
   
   - Select Continue to Next Step.
   - Select an option from a drop-down before clicking Save & Continue to Next Step. 

   Continue to Next Step

   This option is available when none of the remaining steps in the process depend on this step, and can continue successfully. 
   
   Please note this means that the step will be skipped entirely. Any actions that were meant to be processed will not be performed, and users will need to manually perform this action. 

   For example, if a Create Email step is skipped, users will need to manually create the relevant email.

   

   Select more information

   This option appears when a following step in the process depends on this step being completed. The user must provide additional information so the remaining steps can run successfully.

   In the example below, the Create Disbursement step uses the Merge Field {{ Step1JobName }} to insert the name of the job in the Disbursement Name. As the job cannot be found, the user is prompted to select a job from the drop-down. 

   

   If the step is a Create step (for example, creating an email, document, or task), the user may need to manually create the relevant item before continuing. Ensure the item is created as specified in the Details tab, then select the new item from the drop-down.

   In the example below, an email was not created as the client did not have an email address. The user must manually create the email as outlined in the Create Email step, including selecting the same template and attaching any relevant files.

   

3. Click Save & Continue to Next Step. 
    
4. The step will be marked as completed, and the process will resume from the next step.