```{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.
```
## 🚀 Getting Started with SpiffWorkflow
SpiffWorkflow is a platform that facilitates the execution of business processes performed within the Status platform.
To access SpiffWorkflow, simply sign in using your Keycloak account. Once you have successfully signed in to the Spiff platform, it is crucial to familiarize yourself with the various sections within the SpiffWorkflow. This will enable you to gain a comprehensive understanding of the interface.
⚠️ In the event that you encounter any difficulties signing in to Spiff, please reach out to Jakub (**@jakubgs**) on Discord for assistance and further guidance.
```
Here, we will provide a generic overview of each section step by step, allowing you to navigate and engage with the platform more effectively.
### Step 1: Explore the Home section
Once you are signed in, you can start exploring the home page. The home page has three tab sections: **In Progress**, **Completed** and **Start New**.
- 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.
```{admonition} Signing In
:class: info
💡 **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.
The process section provides a comprehensive view of the process ecosystem by showcasing process groups and process models.
```{admonition} Process Groups
:class: info
💡 A **process group** is a way of grouping a bunch of **process models.** 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.
💡 To receive SpiffWorkflow notifications in StatusApp Desktop, Public key from your Status account should be added to your **Bamboo profile**. This will ensure that workflow-related notifications are sent to you.
```
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. The PPG team is always on hand to provide assistance and support when needed.
---
## 🌱 How to Start a Process
With SpiffWorkflow, you can easily initiate a new process instance. Here's a step-by-step guide on how to start a process.
### Step 1: Sign in and navigate to Home section
The first thing you need to do is sign in to your account on SpiffWorkflow. Once you're signed in, you'll see three tabs in the Home section: In progress, Completed, and Start New. If you want to start a new process, click the "Start New +" button. This will bring up "Processes I can start" section.
Congratulations! You have successfully started a new process instance in SpiffWorkflow.
---
## 🔄 How to respond to a request
When using SpiffWorkflow, knowing how to respond to requests is essential to the process. While each request may have unique requirements, the basic steps for responding are similar. The following steps will guide you through the process of responding to requests.
### Step 1: Navigate to the home page
Once you are signed in, navigate to the home page of SpiffWorkflow. On the home page, you will see a list of all the requests that are available to you.
There will be three types of instances shown:
- **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.
Once you have identified the request you need to respond to, simply click on the 'Go' button in the action column to open it. Upon opening the process instance, you can respond to the request based on the requirements of that task.
Depending on the task requirements, this may involve submitting additional information, reviewing the task or any other action item.
That's it! With these simple steps, you can efficiently review tasks in SpiffWorkflow.
---
## 📑 How to view process steps for the process you just started
After starting a process, it's important to stay informed about its progress. Even though you'll receive notifications when your attention is required, it's natural to be curious about what's happening in the background. Therefore, monitoring the process steps regularly is a great way to ensure everything is moving smoothly.
Here's how you can view the steps of the process you just started.
### Step 1: Navigate to the “Home” or “Process Instance” section.
There are 2 ways of finding your process instances.
Option 1: Once you're signed in, navigate to the home section. Here you will find a list of all the processes instances you've initiated.
### Step 2: Select the process instance you want to view
Click on the process instance you want to view. This will take you to the process instance information. Navigate to the BPMN diagram section. Here you can see the current task highlighted in **yellow**. The grey represents the path which was taken by the current process steps.
By following these steps, you can easily view the steps of the process you initiated and keep track of progress.
---
## 🏷️How to view the Process-defined metadata for a process instance
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.
To check the metadata of a process instance, follow these steps.
### Step 1: Navigate to the “Home” or “Process Instance” section.
Once you're signed in, navigate to the home section. Here you will find a list of all the process instances you've initiated under **“Started by me”**.
### Step 2: View metadata for the selected process instance
Click on the process instance you want to view. Upon clicking this, you will be able to view the information about the given instance. You'll find the metadata under the details option in the process instance.
By following these simple steps, you can easily view the metadata for a process instance in SpiffWorkflow.
---
## 📂 How to view Process Model files
The process model files provide great transparency into our internal business rules and processes. You can dig deep into the decision-making process and really understand how the process and organization operate. With these steps, you'll be able to access process models easily and efficiently.
### Step 1: Head over to the process section
Once you have successfully signed in, navigate to the process section. This section allows you to access all the process groups and process models you have access to.
By following these simple steps, you can easily view process model files in SpiffWorkflow.
---
## 🔍 How to view and filter process instances
As you work on various process instances in SpiffWorkflow, you may want to view and filter some of them. This can help you track the status of various instances and manage them more efficiently.
Here are the steps to view and filter process instances in SpiffWorkflow.
### Step 1: Navigate to Process Instances
Once you are signed in, navigate to the "Process Instances" section. Within the "Process Instances" section, you'll see a list of all the instances for the processes you can access.
To filter the list, click on the "Filter" option. This will expand the filter section where you will be able to provide details about the process instance. This allows you to enter various details, including the process model, start date, end date, and time. To refine your search, you can enter multiple filter parameters.
Once you have entered all the relevant filter details, click on the "**Apply**" button to apply the filters. The system will then display all the process instances matching the input details.
A prompt will appear, allowing you to provide a name for the identifier associated with the saved filter. Enter a descriptive name for the filter identifier and “**Save”** changes. Now you can search for specific processes using Process Instance Perspectives.
If you want to filter by ID, go to the "Find by Id" section of the page. Enter the ID and click "Submit". The system will show you the process instance with the corresponding ID.
You can now view the process instances that you filtered for and take appropriate action based on their status. This can help you manage your workflows more efficiently and keep track of the progress of various process instances.
---
## 🗳️ How to request additional permissions
As a user, you may be required to access certain process groups or start process models in order to perform desired actions. However, you may not have the necessary access or permissions to do so. In this case, you will need to request access or additional permissions from the admins - PPG team.
By following these steps, you can submit a request and seek the necessary permissions to perform the desired actions.
### Step 1: Navigate & Search
Once you are signed in, navigate to the "**Process**" section. Use the search bar or browse through the available process models until you find "**Request Access**”. Click on the process model to open it.
If you want to access the request access process from **Home** section and click on the "**Start New +**" button. This will open the "Processes I can start" section where you can find the “Request Access” process.
A task will be presented to capture the necessary information and details for special permissions request. Find the “**Description”** text field and enter the relevant information and details about your request.
Ensure that all required details have been included such as Process name, Process group name, and type of permissions you need. Click on the "**Submit**" button or similar action to submit your access or special permissions request.
