Member actions in a process

As a process member, you initiate items and act on the steps assigned to you. This article covers where to find your items, the actions available on them, and how to perform bulk actions, duplicate items, and print a form.

Accessing your items and tasks

Every process has two primary tabs: Created by me and Assigned items.

Created by me

The Created by me tab shows all the items you've been active on. For each section, you can:

• Search items.
• Apply filters.
• Control which fields are shown or hidden from the Show/hide fields ( ) menu.

Click an item to open it and check its progress. You can also see the fields in the form that are made visible at your particular step.

Items are categorized in this order:

Assigned items

The Assigned items tab shows all the steps assigned to you, categorized by step in the workflow. For each step assigned to you, you can search, apply filters, and control which fields are shown or hidden.

Depending on the permissions set by the Process Admin, you can edit or view the fields in the form. On the right side of the form is the status section — click Show all to see which steps are completed and which are still pending.

At the bottom of the form are the actions you can perform. These buttons are configured by the Process Admin, so their wording and visibility can differ by step:

• Approve/Done/Submit — advances the item to the next step. Forms may have validations that require you to adjust field values first.
• Reassign — lets you select someone else to complete this step.
• Reject — completely rejects the item. The person who started the item can restart it as a new draft.
• Send back — places the item at a particular step earlier in the workflow.
• Save — saves the values you've entered so you can come back to the item later.

Accessing participated items

To access all the items you've acted on, click More > Participated items.

Initiate a new item

1. Click + New item at the top right of the screen.
2. Fill in the form fields.
3. Click Submit.

You can also:

• Click Save to store your work in Drafts (accessible under Created by me) without submitting it.
• Click Discard to delete the item permanently from the system.

Perform bulk actions

You can approve, reassign, or reject multiple items at once from the Assigned items tab.

1. Go to the process and click the Assigned items tab.
2. Select the items you want to act on. You can also select the checkbox at the top, beside the column title, to select all items on the page.

Approve items in bulk

Select the items you want to approve and click Approve. Bulk approval may take a few seconds; the final status is shown in a toast message at the top-right of the page.

Reassign items in bulk

Select the items you want to reassign and click Reassign.

Reassigning an item to a specific user removes only your association with it — it doesn't affect the item's association with its other assignees, if any.

For example, if John and Linda are assigned to an item along with you, and you reassign it to Abraham, Abraham joins John and Linda as an assignee. You're the only one removed from the item.

Reject items in bulk

From the Assigned items tab, select the items you want to reject, click Reject, and add relevant notes.

Delete an item

You can delete an item only when it's a Draft. Go to Created by me > Drafts, select the items you want to delete, and click Delete.

Duplicate an item

You can duplicate a process item after initiating or submitting it. Duplicating creates a copy of the item with its values, subject to the scope of the initiator.

Click the Duplicate button ( ) at the top of the item page.

Use case

Linda heads the HR team at an IT firm. It's appraisal season, and she's launching an Employee 1:1 Appraisal process. The form has generic fields like Employee name and Designation, plus sensitive fields like Current salary and Salary hike percentage.

She sets Current salary and Salary hike percentage to stay hidden until the item reaches the manager's approval step, so only the manager sees salary information when deciding on a hike. Once the process is published, Linda can duplicate an existing appraisal item instead of recreating one from scratch each time — without exposing sensitive fields during duplication.

Print a form

1. Open an item and click the Print button ( ) at the top right.

   

2. Select a paper size.

3. Select an orientation — Portrait or Landscape.

4. Set a preferred font size for the text.

5. Choose what to include in the printout:

   • The item's status.
   • The item's progress, with the option to exclude skipped steps.
   • The item's comments.
   • The item's associated tables.

   

6. Under More settings, you can:

   • Print every section of the form on a new page.
   • Include the time zone.
   • Print table rows as a table or as a comma-separated list.
   • Select all or specific fields for printing.

   

7. Click Print to get a paper printout or save it as a PDF.

What's next

• Filtering items in a process
• Watching a process item
• Configuring actions for process steps
• Deleting process items