Shared activity process variation management - FAQs

• The new functionality does not have the concept of a standard process as a template from which variations are created.

• When a variation of a process is created, the variation does not inherit procedure items from that process but you can easily import all content or drag and drop specific items from another variation.

• Only shared process data is common across variations. on the Edit tab indicates a shared activity. Shared activities are also highlighted in both variations in comparison mode.

• Variation procedures can be edited to have independent activities and shared activities that are linked to other variations.

• Using the comparison view makes it easy to drag and drop shared activities across variations.

• When a variation is created, it only inherits the Summary section values of the process it is created from.
• Changes made to shared activities will be highlighted in the variations they are linked to. If a change is made to a shared activity, variations linked to that activity cannot be edited without those changes being accepted or rejected first. If a change to a shared activity is rejected, the activity will be unlinked and will no longer be a shared activity.

• If you choose to ignore a change made to a note, attachment, or role assignment within a shared activity, that change will be unlinked from the shared activity and will only apply to variation where the change was made. Only the change is unlinked, the activity remains a shared activity.

The process variation name will be displayed in blue beside the process title. Hover over the blue text to view the list of variations within that variation category.

• A change to content common across variations (Shared process data within the Edit variations panel) is published immediately on saving the change (bypassing approvals), so that shared content remains in sync across all variations.
• Only the variation gets published. Other variations remain in the current state, changes to shared activities will reflect in other variations and need to be accepted or rejected before they can be edited further.
• If you have Process Approval enabled, the process approval is applied only for that variation, meaning that the Global Process Owner A user who has an overall responsibility for ensuring the variation of a business process is operating efficiently and is continuously improving., Global Process Expert A user who edits the process and performs day-to-day process management on behalf of the Global Process Owner. This role requires detailed understanding of the process., and the Variation expert will all be required to approve changes.
• If there are other named approvers, they will also be required to approve.

Yes, each variation is included once.

When you click Share Process Link, you will have the option to only share the link for the process variation you are viewing, or you can select to share a link with access to all variations that process.

You can automate activities and tasks within a process variation. However, if you automate a shared activity, the automation will not apply to all variations in which the shared activity is linked. In comparison view, when you copy an automated activity to another variation, automation will not apply to that activity in the variation to which it is copied.

You can only compare process variations in the Edit mode. Click the Show comparison button to turn the comparison view on.