```{admonition} Welcome to the SpiffWorkflow quick start guide!
:class: info
👇 Throughout this step-by-step guide, we will walk you through key components of SpiffWorkflow, ensuring that you have a clear understanding of how to use the platform effectively.
Sartography (the company developing SpiffWorkflow and SpiffArena) is providing users a platform to explore workflow concepts through a collection of examples, diagrams, and workflows.
Users can interact with pre-built models, make modifications, and visualize process flows.
Stay tuned as we expand our sign-on options beyond Gmail.
More ways to access SpiffArena are coming your way!
```
## How to Navigate through SpiffArena
In this section, we will navigate through the platform and provide a generic overview of each section step by step, allowing you to understand and engage with the platform more effectively.
- The "In Progress" section provides an overview of all ongoing process instances, including those initiated by you, those awaiting your action, or those awaiting action from a team you are a member of (Optional).
- The "Completed" section allows you to view all completed process instances, including those initiated by you, those initiated by other SpiffWorkflow users with tasks completed by you and if applicable, those with tasks completed by a group of which you are a member.
- The “Start New” section displays the processes you are permitted to start according to your role.
💡 **Process:** A process is a sequence of tasks that must be completed to achieve a specific goal.
**Instance:** An instance, on the other hand, represents a specific occurrence of a process. Each instance has its own set of data and state that is updated as the instance progresses through the workflow.
```
If you are a member of a team, you may also have one or more Instances with tasks waiting for [team name] lists as well.
A **process group** is a way of grouping a bunch of **process models** and a **process model** contains all the files necessary to execute a specific process.
The Process Instance section provides a detailed view of individual process instances, allowing you to track their progress and manage them effectively.
This section includes essential information such as the instance ID, process name, the individual who started the process, the end date, and the current status.
When getting started with SpiffWorkflow, it's essential to take the time to explore and familiarize yourself with the platform's interface and features.
Feel free to ask questions about the platform's features or how to get started.
If a process model doesn't have an associated BPMN file, the system will not display a start button. This is to prevent confusion and errors that might arise from attempting to start an incomplete process model.
- **Started by me:** This section shows a list of process instances that were started by you, providing you with an overview of the instances you have initiated.
- **Waiting for me:** This section displays a list of process instances with tasks assigned to you and are currently waiting for you to respond to.
- **Waiting for [team name]:** If you are a member of SpiffWorkflow**,** this section displays a list of process instances with tasks assigned to a group you are a member of and currently waiting for someone in that group to complete them.
In the case of new users who haven't started or been part of any process or been assigned to any team, you won't be able to see any items on the home page.
The Process-defined **metadata can provide valuable insights into its history, current status, and other important details that is specifically created and used within a particular process.
With the SpiffWorkflow platform, users can easily view the metadata for a process instance.
If you want to view or create information on specific process models, we allow you to create an about section.
If you are creating a model, you can add information in the about section.
We have integrated Markdown support, enabling you to create rich, formatted descriptions for your process models directly within the platform.
In order to use this feature, simply create a **Create a README File** inside the process model called README.md and document the model so everyone can be on the same page.
Furthermore, to check the process instances you started, you can also switch to "My process instance" tab.
If you are on a homepage, you can navigate to the table you wish to filter.
Look for the black funnel icon in the top right-hand corner above the table and click on the Icon: By clicking on the filter icon, you'll be taken to a full-screen process view.
- **Implication:** There might be issues or obstacles preventing the task from proceeding as expected. Immediate attention and troubleshooting may be required.
- **Implication:** This task was intentionally stopped before completion. This could be due to time constraints, external triggers, or other predefined conditions that have been set as boundary events.
A milestone is a specific point in a process that signifies a significant event or state. It provides a high-level overview of the progress made in the process.
In BPMN, if you draw an intermediate event and do not specify its type (like message, signal, start, or end) but give it a name, it becomes a milestone.
Essentially, a milestone is an event that hasn't been set to something specific.
Messages in BPMN allow processes to communicate with each other. This communication can take various forms:
- Two processes running concurrently, exchanging messages.
- One process initiating another through a message.
- An external system making an API call, passing a payload (like a JSON data structure) that can either communicate with an ongoing process or initiate a new one.
### The Waiter-Chef Illustration
To explain the concept, we are using a relatable example involving two processes: the Waiter and the Chef.
**Waiter Process**:
1. The waiter takes an order.
2. This order is then communicated to the chef via a message.
3. The waiter then waits for a response from the chef, indicating the order's readiness.
**Chef Process**:
1. The chef starts by receiving the order message from the waiter.
2. After preparing the meal, the chef sends a message back to the waiter, signaling that the order is ready.
One of the complexities in BPMN messaging is ensuring that the right processes are communicating with each other, especially when multiple instances are running.
This is achieved using correlation keys and properties.
- **Correlation Keys**: These represent the topic of the conversation. In the given example, the correlation key is the "order".
- **Correlation Properties**: These are unique identifiers within the conversation. In the example, the "table number" serves as the correlation property, ensuring the right waiter communicates with the right chef.
For a more visual understanding and a step-by-step walkthrough, you can watch Dan Funk's full tutorial [here](https://www.youtube.com/watch?v=Uk7__onZiVk).
The short link feature provides a convenient way to share process instances with others without the need to copy and paste lengthy URLs. This feature is especially useful for quick sharing via email, messaging apps, or within documentation.
To copy the short link:
- **Access the Process Instance**: Open the process instance that you wish to share.
- **Find the Short Link Icon**: Look for the link icon near the process instance heading and click on the link icon to copy the short link to your clipboard automatically. please refer to the screenshot provided.
Now, you can paste the short link into your desired communication medium to share it with others.
To access and review completed user forms within a specific process model, follow these guidelines:
1.**Find the Tasks Tab in Process Instance**: Begin by going to the process instance and scroll to locate the 'Tasks' tab. This area displays all user forms connected to the process.
2.**Examine Completed Forms**:
- **Forms You Completed**: In this section, you can view the forms that you have completed. It allows you to see the specific details and inputs you provided in each task.
- **Forms Completed by Others**: This part shows all the forms completed by any user. You can see who completed each form and the last time it was updated. However, for privacy and security reasons, you won't be able to view the specific input details of forms completed by others.
This approach ensures you can monitor and review the progress of user forms within any process model while maintaining the confidentiality of inputs made by other users.
---
## How to view task instance history
Monitoring the history of task instances is helpful for tracking the progress and execution details of a workflow. This guide provides a step-by-step approach to access and understand the task instance history, including the interpretation of task statuses.
### Steps to Access Task Instance History
1.**Run the Process**: Initiate a workflow process in SpiffWorkflow.
2.**Access the Process Instance**: After running the process, navigate to the specific process instance within the SpiffWorkflow interface. This is where you can track the progress of the tasks.
3.**View Task Details**: Click on the executed task or event that has been completed. For instance, in this example we clicked on "user task".
You will be presented with detailed information about each task instance, including its status and execution timestamp.
- **COMPLETED Status**: Tasks marked as 'COMPLETED' have finished their execution successfully and have moved the workflow forward.
- **MAYBE Status**: Indicates that the task still exists within SpiffWorkflow. While these tasks could be omitted for clarity, retaining them provides a complete picture of the workflow's execution.
Viewing task instance history in SpiffWorkflow is now more streamlined and informative, thanks to recent updates. Users can effectively track each task's execution, status, and timing, gaining insights into the workflow's overall performance.
