BizCortex documentation

Runs

See every case running through a process with its current step, age and status, find stalled cases and read the history of a run.

Open "Runs" in the sidebar of Processes. Every case running through a process in Track or Enforce mode is a run: a purchase order, a bill without a purchase order, a quote with its order and invoice, a payroll run or a month. Each row shows the case, its process, the "Current step", how long the run has been there, and its status.

Cases can join in the middle of a process. A bill without a purchase order, for example, starts at checking the bill; the earlier steps then show as skipped. The app opens the month end close run itself in the first days of every month for the previous month.

Who can use this

  • Every member with a built in role: Owner, Admin, Accountant, Sales, Purchase, HR Manager, Employee, Viewer and Compliance
  • Each run only for members who may read its record

Steps

  1. 1. Filter the list

    Choose "Process", "Status" and "Type" at the top. With the status Stalled, for example, you see every case where nothing is moving any more.

  2. 2. Open a run

    Click a row. The run page shows the diagram of the process in colour and below it the "Step history".

  3. 3. Read the diagram

    The colours show the state of each step: Done, Active, Blocked or Skipped. The "Legend" explains them.

  4. 4. Read the step history

    Every step reached is listed with its start, its completion and the person who completed it. "Open record" leads to the record, for example the purchase order, the invoice or the payroll run. Dunning notices for an invoice also appear in the history.

  5. 5. Move on

    "Open process" opens the process in the editor, "Back to runs" returns to the list.

Fields and options

Running

The case is under way and has an open step.

Stalled

Nothing has moved in the run for 14 days. Whoever last saved or created the process receives one notification. When the case moves again, the run returns to Running.

Completed

The run has reached an end of the process, for example "Lieferant bezahlt" (vendor paid) or "Angebot abgelehnt" (quote declined).

Cancelled

The run was ended without reaching an end of the process.

Type

Purchase order, Bill, Sales order, Invoice, Payroll run or Month.

Done

The step is complete.

Active

The run currently stands at this step.

Blocked

The step is an approval in an enforced process and waits for the decision. The follow up action is locked until then.

Skipped

The case joined later, or the step is documented only.

Tips

  • In the editor, every step with open cases carries a number. When it is red, some of these cases are stalled; then open "Runs" with the status Stalled.
  • The notification about a stalled run opens its page directly.

Good to know

  • You only see runs whose record you may read. For example, only members who may read payroll runs see the runs of the payroll process.
  • A process in Describe mode has no runs. When you switch it to Track, the app creates runs afterwards for open records.

Related

  • Running processes

    Choose the mode of a process and set under "Execution" what each step means in the app: an event, an approval, a task or a check.

  • Processes on records

    Read the "Process" card on bills, purchase orders, invoices, sales orders, payroll runs and fiscal years, and clear a block.

  • Notifications

    The bell in the header shows approvals, reminders and news that concern you.