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Processes

What are Processes?

Processes enable the background execution of tasks that require more than few seconds to complete, allowing users to keep using the system while the processes complete. Processes are particularly effective when performing long-running tasks like sending multiple emails or merging documents in bulk.

Currently, processes are used to perform the following actions:

  1. Sending SMS to multiple records.

  2. Sending Emails to multiple records.

  3. Merging Documents for multiple records.

  4. Exporting large dataset from grids.

How Processes Work

When users initiate a task that might take longer than few seconds to complete, a process is automatically created. Each process provides users with detailed information, including current status, created/completed date and times, detailed logs and any potential errors or warnings.

Once the process is completed, notifications will be sent to the user who initiated the task. If the task resulted with the generation of a file, users will can download it from the process details page.

A summary of the processes flow is explained below:

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  1. Task Started (process trigger): When a task is started by a user, eBECAS/EDMISS NextGen creates and starts a Processes to handle this task. Users will receive a notification indicating that a process has been created to complete the task.

    image-20240216-004931.png
  2. Process Initiated: A process is initiated to perform the task. While the process works on the task, users are free to continue using the system.

  3. Process Completed: When the process is completed, the process details are updated and available on the process details page.

  4. Get Notification: Users will be notified that the process has finished. Users can go to the process details page to view the results of the process.

    image-20240213-033142.png

Processes Statuses

The following are the statuses that each process can have:

  • Queued: This is the first status when a process is created. It means that the process has been created and it is ready to start. Usually processes have this status for a very short period of time.

  • Started: When a process starts the task, the status transitions to Started.

  • Completed: This means the process has finished the task. A completed task might have some warning or errors. The details will be in the process logs.

  • Failed: A process that cannot be completed due to errors transition to the Failed status. The details will be in the process logs.

Access to My Processes

Follow these step to access your processes:

Unless given additional permissions, users can only see their own processes. See the section Access All Processes below for more details.

  1. Click on your name and then on Processes in the header of the app.

    image-20240213-040951.png
  2. You will see a data grid with all your processes.

  3. To see the details of a process, click on the Id of the process.

    image-20240213-041032.png

Access All Processes

Permissions Required
  • Utilities > Processes > View Processes for All Users

To view all the processes for all users:

  1. From the Utilities Menu, go to Processes.

  2. You will see a data grid with the processes for all users.

    image-20240215-062917.png

Process Details

Permissions Required
  • Utilities > Processes > View Processes for All Users (only for access from All Processes)

To view the details for a specific process:

  1. Click on the ID of the desired process from either My Processes or All Processes grids.

    image-20240215-071038.png
  2. The details for the process are displayed:

    image-20240215-070820.png
    1. Process Type: This section displays the process’ type.

    2. Process Basic Details: It displays a brief overview of the process' information.

    3. Process Description: This is the description of the process.

    4. File: If the process results in a generation of a file (e.g. merging documents) you can download the file by clicking on the Download File button.

    5. Logs: You can check the results of the operations performed on each individual record. If any steps on the process fails, you can check the details here.

      image-20240216-005620.png

      [Example] Process completed with failed subtasks

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