Save and Publish a process

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 0.1. Saving the process doesn’t make the process visible to all users though – your changes are only available to Promasters A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site., Business Analysts A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. and the process stakeholders.

If you have Process Approval enabled, Publish Only mode or the Publish Now button enabled in your configuration, you will have other options available on the Save dialog 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 quick save through the configuration menu if you want the option to quick save processes in a published state.

Once you have added or edited the process details, do one of the following:

  • Click Save. The process details are saved. You can publish the process as described in Publish a process.
  • If the Admin > Configure > Process Editing > Require comments when changing published processes (Default: On) is enabled, click Save with Comment and type a change description. Click Save and Publish.

Publish a process

Publishing a process makes any edits and changes visible to all users with permission to view the process. Once you have captured all the required process details and want to make the process available to other users, you must publish 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 Nintex Process Manager site is configured.

Publish a process in publish only mode

You will have a Publish button on the Save dialog 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.

Once you have captured all the required process details and want to make the process available to other users, you must publish the process.

  1. Navigate to a process:

    2. Complete one of the following actions:

    • Use the Search box at the top-right of the main navigation bar.
    • On the Home Page:
      • Use the Search box.
      • Click Recently viewed or My favourites.
    • Click Processes > All Processes.
    • Click Processes > Recently viewed.

  2. Click Publish on the top-right of the process toolbar.
    1. If the Admin > Configure > Process Editing > Require comments when changing published processes (Default: On) is enabled, the Change Description dialog is displayed.
    2. Type a description for publishing the process or mention the change details if you are publishing a new process version.
    3. Click Publish.

The process is published with a version number. When you publish a process for the first time, the version is 1.0 and it will increment by 1.0 each time you publish a new version. The Change Log tab at the end of the process page will display the details for each changed version.

Publish a process with Process Approval

When you are using Process Approval, 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 Process and Document Approval. 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.

Nintex Process Manager 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.

For more information, see Process and Document Approval .