Skip to main content

Create, Edit and Publish a Future State

Create a future state to update a process and hide the details from users until the future state is finalised and ready for publish. Once published, it will replace the current state.

Written by Hylet Pistorius

A Future State allows you to update a process while keeping the current version accessible to other users.

To create a Future State, you must be either:

Quick Steps to Create a Future State

  1. From within the process, open the Actions tab in the right-hand side diagram content menu

  2. Select Create Future State Version

  3. Click open future state to begin editing the process in the future state.

Edit a Future State

A Future State can be edited in the same way as any other process.

All process editing features are available, except Edit Information. This becomes available after the Future State has been published.

Use the Current State and Future State icons in the right-hand diagram content menu to switch between the two states.

Reset a Future State

A Future State can be reset to match the Current State.

  1. Open Actions.

  2. Select Copy Current State to Future State.

Change the Future State View (Swimlane vs. Embedded)

The Future State initially uses the same view as the Current State: Swimlane View or Embedded View.

To change the view:

  1. Switch to the Current State using the Current State icon .

  2. Select Actions tab.

  3. Enable or disable the Embedded View toggle.

  4. Switch back to the Future State .

Publish a Future State

When the Future State is ready for users to access, it must be published.

  1. Open Actions in the diagram content menu.

  2. Select either:

The future state will be published and become the new current state.

Delete a Future State

A Future State can be deleted if it is no longer required.

  1. Open Actions .

  2. Select Delete this Future State.

Manage Informees of a Future State

Informees are updated when the Future State is published. Before publication, the Stakeholders tab continues to show the Current State informees, even when viewing the Future State. When the Future State is published:

  • Roles allocated to the Future State are automatically added as informees.

  • All informees receive a notification that the Future State has been published, including the new version number.

  • Roles from the Current State that are no longer used are removed as informees.

How to Open a Future State

A Future State can be opened from either the process or the Processes Summary screen.

From within the process:

  1. Open the process.

  2. Select the Future State icon found in the right-hand diagram content menu.

From the Processes Summary screen:

  1. Open the Processes Summary screen.

  2. Select the Future State icon next to the process title, beside the Favourites (heart) icon.

Notes

  • A Future State cannot be shared directly.

  • To share a Future State, share the Current State and allow stakeholders to access the Future State from there.

  • If the process containing the Future State is deleted, the Future State is also deleted.

Did this answer your question?