Events and Timeout Management
Introduction
Process Studio offers events to structure workflows and a timeout and reminder management system to ensure deadlines are met.
1. Start and End Events
Start Event
Symbol: Thin green circle.
Role: Marks the entry point of the process.
Rules:
- A workflow generally has one start event.
- It's the first element of the workflow.
- No transition can arrive at a start event.
End Event
Symbol: Thick red circle.
Role: Marks the termination of a branch or the complete process.
Rules:
- A workflow can have multiple end events (e.g., "Approved" End, "Rejected" End, "Cancelled" End).
- No transition can leave from an end event.
- If the workflow has defined end-of-workflow rights, these apply when the document reaches this event.
[!TIP] Use distinct end events to differentiate the possible outcomes of the workflow (Approved / Rejected / Cancelled). This facilitates reporting and allows managing different access rights.
2. Timer Event (Timeout and Reminder Management)
Description
The Timer event is a workflow event represented by a clock icon (⏰).
Symbol: Circle with clock icon.
Role: Introduce a timed pause in the workflow or send automatic reminders.
Functionality:
- Create a wait in the process (e.g., "Wait 3 days before proceeding").
- Send automatic reminders by email during the wait.
- Trigger escalation actions if reminders don't result in action.
[!NOTE] The Timer is an autonomous element of the workflow. It's placed between two activities, with a transition arriving at it and a transition leaving from it.
Placement in the Workflow
The Timer behaves like an intermediate activity:
Structure:
[Task A] ──→ [Timer ⏰] ──→ [Task B]
Operation:
- When the workflow reaches the Timer, the process stops (pause).
- The Timer waits according to its configuration (fixed duration or calculated date).
- During the wait, reminders can be sent.
- Once the timeout is reached, the workflow continues to the next activity.
Concrete example:
Workflow: Leave request
- [Manager Validation] ──→ [Timer: 3 days] ──→ [HR Validation]
→ After manager validation, the workflow waits 3 days before sending the task to HR.
→ During these 3 days, reminders can be sent (e.g., "Reminder: Process the request").
Timer Configuration
To configure the Timer:
- Right-click on the Timer icon.
- Select Reminder management from the context menu.
The "Timeouts and reminders" dialog opens:
Timeout Configuration
"Timeouts and reminders" Section
Options:
| Option | Description |
|---|---|
| Enable reminder management | Activates the timeout and reminder system for this task. |
| Force mail sending | Sends the reminder mail even if the user has already viewed the task. |
"Activity duration" Section
Defines when the timeout countdown begins.
| Mode | Description | Example |
|---|---|---|
| Fixed | Fixed timeout from arrival in the task. | "0 Never" (no timeout) or "3 Days after start". |
| By field | The timeout is calculated from a Date field in the form. | "Processing deadline" field: The timeout expires on this date. |
Use cases:
- Fixed: "Manager Validation: 5 days maximum after receiving the request".
- By field: "Process before the date indicated in the 'Client Deadline' field".
Reminder Configuration
"Reminder management" Section
Defines when and how frequently to send reminders.
| Parameter | Description | Example |
|---|---|---|
| Send a reminder | Number of days before the deadline for the 1st reminder. | "2 days before the deadline". |
| Then every | Frequency of subsequent reminders (after deadline). | "Then every 3 days". |
Configuration example:
Activity duration: 5 days (fixed)
Send a reminder: 2 days before the deadline
Then every: 1 day
Timeline:
- Day 0: The task arrives to the user
- Day 3: 1st reminder (2 days before deadline)
- Day 5: Deadline reached
- Day 6: 2nd reminder (1 day after deadline)
- Day 7: 3rd reminder
...
→ Reminders continue every day as long as the task isn't processed.
[!NOTE] If "Send a reminder" is configured to "0 Never", no reminders will be sent before the deadline. Reminders will only start after the deadline (if "Then every" is configured).
Reminder Mail Configuration
"Reminder mail" Section
Option: Use a template
- Checked: Select a predefined mail template.
- Unchecked: Write the mail content directly in the dialog.
Available fields:
| Field | Description |
|---|---|
| Template | Dropdown list of available mail templates (e.g., "QDM - Document - Approval (Reminder)"). |
| To | Recipients of the reminder mail. |
| Subject | Mail subject. |
| Message body | HTML or plain text content of the mail. |
Recipient configuration (To): You can select:
- Actors: E.g., "F-Approver" (the actor assigned to this task).
- Roles: E.g., "Managers".
- Users: Named individuals.
- Fixed email addresses: E.g., "support@company.com".
Available variables:
$Titre$: Document title.$Link$: Direct link to the document in the portal.$Demandeur$: Initiator's name.
Reminder mail example:
<html>
<body>
<p>Hello,</p>
<p>The document <b>$Titre$</b> has been awaiting your approval for several days.</p>
<p><a href="$Link$">Click here to process the document</a></p>
<p>Best regards,</p>
</body>
</html>
Action Escalation
"Action escalation" Section
Allows triggering automatic actions after a certain number of reminders without response.
Option: Enable reminder escalation from the
- Indicate the reminder number from which to trigger escalation.
- E.g., "3rd reminder" → After 3 reminders without response, escalation actions are triggered.
Button: Trigger the following actions
- Opens an editor to define automatic actions.
- Examples of actions:
- Reassign the task to the participant's manager.
- Modify a field (e.g., Change status to "Urgent").
- Send an email to the Director.
- Create a subprocess for escalation.
Use case:
Configuration:
- Activity duration: 7 days
- Send a reminder: 3 days before deadline
- Then every: 2 days
- Escalation from the: 3rd reminder
Timeline:
- Day 0: Task assigned
- Day 4: 1st reminder (3 days before deadline)
- Day 7: Deadline
- Day 9: 2nd reminder
- Day 11: 3rd reminder
- Day 11: ESCALATION → Reassignment to manager + Email to Director
→ The manager can now process the task instead of the initial participant.
3. Other Events
Escalation Event
Symbol: Circle with upward arrow.
Role: Synchronizes parallel branches or signals an escalation.
Usage:
- Wait for multiple subprocesses to complete before continuing.
- Signal an important event that requires intervention (e.g., alert escalation).
See also:
- Workflow Activities - User task configuration
- Transitions & Logic - Transition notifications
- Action Library - Escalation actions