Overview
Workflows allow you to execute a published process step by step, assigning tasks to users and tracking progress through each activity. When you start a workflow, ProcessPro creates a snapshot of the published process so that any later edits to the process map do not affect the running workflow.
Quick Steps
Open the published process you want to run as a workflow.
Click the Workflow button in the process details page.
Click Start Workflow to create a new workflow instance.
Set Users — assign users to each role. If a role is left blank, the system falls back to the Process Owner, then to the workflow initiator.
Submit — the workflow begins and tasks are created for the first activity's assigned users.
Starting via Main Form Public Link
If your process has a Main Form configured and a public link enabled, external users can submit the form via the public link. This automatically creates a new workflow instance with the submission data attached to the first activity.
Starting from the Process Details Page
You can also submit the Main Dynamic Form directly from the published process details page. This creates a new workflow with the submission data attached to the first activity. The workflow snapshot is independent — editing the published process does not affect this run.
Set Users and Fallback Logic
When starting a workflow, the Set Users screen lets you assign specific users to each role defined in the process. The fallback logic works as follows:
Explicit assignment — you select a user for each role.
Process Owner fallback — if a role is left blank and the process has an owner, the owner is assigned.
Initiator fallback — if no owner is set, the person starting the workflow is assigned.
Important: Workflow snapshots are immutable. Once a workflow starts, changes to the published process do not affect the running workflow.