Create_how_to (#347)

* how_to_section

* how-to-before-index

docs/how_to/complete_a_task_on_behalf_of_another_user.md

@@ -1,10 +1,9 @@
-# How to complete a task on behalf of another user
+# Complete a task on behalf of another user
 
 
 ```{admonition} Goal
-:class: info
 
-Steps to follow for successfully carrying out an activity and changing instance variables should it be required.
+👟 Steps to follow for successfully carrying out an activity and changing instance variables should it be required.
 ```
 
 ---
@@ -20,46 +19,51 @@ This enables a smooth continuation of the process from the initial user's perspe
 
 ### Step 1: Find the active Process Instance
 
-[Instance is assigned to another  User](https://www.notion.so/Instance-is-assigned-to-another-User-9cb81c5676cc4ff3b60d7eca4a4b997c) 
+In order to locate the active Process Instance, have a look at these pages to find an active instance to suspend.
+
+[How to find an Instance assigned to someone else](https://www.notion.so/How-to-find-an-Instance-assigned-to-someone-else-59e45e944655411581d780cf7a010230?pvs=21) 
+[How to find an Instance assigned to myself](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/find_an_Instance_assigned_to_myself.md)
 
 ### Step 2: Navigate to the active User Task
 
-[How to view process variables](https://www.notion.so/How-to-view-process-variables-ef1a9ac598314499a4625698a1c2feed) 
+[How to navigate to the active User Task](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/navigate_to_an_active_process_instance.md) 
 
-```{admonition} Note
-:class: note
 
-👤 Note that you need Admin rights to complete the following steps.
-```
 
 ### Step 3: Suspend the Process
 
-- **How to suspend process**
+```{admonition} Note
 
-    put link to suspend process here
+👷‍♂️ Note that you need Admin rights to complete the following steps.
+```
+
+[How to suspend a process](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/resume_a_process.md)
 
 ### Step 4: Complete the task
 
 Select the highlighted activity. This will open a pop-up view of the Instance variables.
 
-Select “Edit” which opens a code editor.
+#### Without amending metadata
 
-![editBtn](file:///C:/Upwork/Sartography%20Docs/spiff-arena/docs/_build/html/_images/editBtn.png)
+#### With amending metadata
 
+```{admonition} Note
+
+👷‍♂️ Note that you need Admin rights to complete the following steps.
+```
+
+
+- Select the highlighted activity. This will open a pop-up view of the Instance variables.
+
+- Select “Edit” which opens a code editor.
 
 - Scroll down to find the line to edit.
 
 ```{admonition} Note
-:class: note
-
 ℹ️ It is important to identify if any variables require updating and which specific variables need modification in order to achieve the same result as if a user had completed the form. The outcome may vary depending on the necessary adjustments to these variables and the given scenario.
 ```
 
-- View input example here: 
+- Edit Metadata by changing the variables for the process instance.
-[**Review options available for "review_outcome" field**
-**Approved:** "review_outcome": "app”
-**Rejected:** "review_outcome": "rej”
-**Request additional info:** "review_outcome": "nai” ]
 
 - Select “Save” to apply changes.
 
@@ -76,4 +80,5 @@ Select “Edit” which opens a code editor.
 
 ## 👨‍🏫Examples
 
-[**Steps for Admin** **approving on behalf of Budget owner:** ](https://www.notion.so/Steps-for-Admin-approving-on-behalf-of-Budget-owner-64e76b05ca2a43e7ac2075e71734de22)
+[**Steps for Admin** **approving on behalf of Budget owner:** ]
+

docs/how_to/edit_process_variables.md

@@ -0,0 +1,7 @@
+# How to find an Instance assigned to myself
+
+| ⚙ How do I get there \| Menu Hierarchy |
+| -------------------------------------- |
+| Process Instances > For me             |
+
+

docs/how_to/find_an_Instance_assigned_to_myself.md

@@ -0,0 +1,39 @@
+# Find an Instance assigned to myself
+
+| ⚙ How do I get there \| Menu Hierarchy |
+| -------------------------------------- |
+| Process Instances > For me             |
+
+---
+
+## 📔How to guide
+
+## **Step 1: Go to 'Process Instance' tab**
+
+- To find a specific process instance, you can access the Process Instance tab.
+
+
+
+## **Step 2: Browse list** 
+
+- Look for the option labeled "For me" and select it. This will provide you with a  list of User Tasks assigned to you.
+
+## **Step 3: Select Instance**
+
+- Select the associated entry from list.
+- *Apply a filter if the Instance can not easily be located*.
+
+---
+
+## *🌱Alternative*
+
+If the Instance can not be find by searhing the list, follow these steps to search for the id
+
+[How to find an Instance assigned to someone else](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/find_an_Instance_assigned_to_someone_else.md) 
+
+## **Outcome**
+
+| ✅ Success                                                    | 🚫 Error                                                      |
+| ------------------------------------------------------------ | :------------------------------------------------------------ |
+| The system will then display the parent process that contains the active instance searched for. [How to view process variables](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/view_process_variables.md) | Process instance Id does not exist ![suspend_status](images\process_instance_not_found.png) Repeat Step 2 with correct Id. Note: if the instance is not active anymore, you should be able to search for it.|
+

docs/how_to/find_an_Instance_assigned_to_someone_else.md

@@ -0,0 +1,32 @@
+# Find an Instance assigned to someone else
+
+| ⚙ How do I get there \| Menu hierarchy |
+| ------------------------------------ |
+| Process Instances > Find by Id       |
+---
+
+## 📔How to guide
+
+
+### **Step 1: Go to Process Instance tab**
+
+- To find a specific process instance, you can access the Process Instance tab.
+
+![search_process_instance](images/search_process_instance.png)
+
+### **Step 2: Search Id**
+
+- Look for the option labeled "Find by Id" and select it. This will provide you with a field where you can enter the Process Instance Id number associated with the instance you are looking for.
+
+### **Step 3: Submit Id**
+
+- Once you have entered the Id, click on the "Submit" button to initiate the search.
+
+---
+
+ 
+## **Outcome**
+
+| ✅ Success | 🚫 Error |
+| --- | --- |
+| The system will then display the parent process<br>that contains the active instance searched for.<br>[How to view process variables](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/view_process_variables.md) | Process instance Id does not exist![Image description](images/process_instance_not_found.png) Repeat Step 2 with correct Id|

docs/how_to/navigate_to_an_active_process_instance.md

@@ -0,0 +1,61 @@
+# Navigate to an active Process Instance
+
+| ⚙ How do I get there \| Menu hierarchy |
+| ------------------------------------ |
+| [How to find an Instance assigned to someone else](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/find_an_Instance_assigned_to_someone_else.md) 
+[How to find an Instance assigned to myself](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/find_an_Instance_assigned_to_myself.md)|      |
+---
+
+## 📔How to guide
+
+If the desired task or process you would like to view is not found in the parent process, it is likely that you need to access the sub-process or call activity. Follow these steps:
+
+### Subtask
+
+
+#### Step 1: Locate current active sub task
+
+#### Step 2: Select blue link icon
+
+- Select the blue arrow located on the bottom right of the highlighted activity activity, indicated in yellow.
+  
+
+![Untitled](images/active_subtask.png)
+
+```{admonition} Note
+
+🗒 Note: This could also be applied to activities that has been completed or is no longer active.
+```
+
+![Untitled](images/inactive_subtask.png)
+
+### Call Activity
+
+#### Step 1: Locate current active call activity
+
+#### Step 2: Select activity
+
+- Select the highlighted activity, indicated in yellow.
+
+![Untitled](images/active_call_process.png)
+
+```{admonition} Note
+
+🗒 Note: This could also be applied to activities that has been completed or is no longer active.
+```
+
+### Step 3: Select ‘View Call Activity Diagram’
+
+A pop-up menu will appear. Select ‘View Call Activity Diagram’ to navigate to the sub-process.
+
+```{image} images/call_activity_popup.png
+
+
+---
+
+ 
+## **Outcome**
+
+| ✅ Success | 🚫 Error |
+| --- | --- |
+| You will be redirected to the corresponding diagram. Repeat the above steps until the highlighted activity becomes anything other than a call activity or sub task, which means you will find yourself in the lowest active process.|None 

docs/how_to/resume_a_process.md

@@ -0,0 +1,8 @@
+# How to suspend a process
+
+
+| ⚙ How do I get there \| Menu hierarchy |
+| --- |
+| Find an **active** Process Instance |
+---
+

docs/how_to/suspend_a_process.md

@@ -0,0 +1,43 @@
+# How to suspend a process
+
+
+| ⚙ How do I get there \| Menu hierarchy |
+| --- |
+| Find an **active** Process Instance |
+---
+
+## 📔How to guide
+
+### **Step 1: Find the active Process Instance** 
+
+```{admonition} Note
+
+⚠ Note that the suspension of a Process Instance is only applicable to active instances. 
+If an instance is not active, it indicates that the process has already been completed, and therefore, it cannot be suspended.
+```
+
+In order to locate the active Process Instance, have a look at these pages to find an active instance to suspend.
+
+[How to find an Instance assigned to someone else](https://www.notion.so/How-to-find-an-Instance-assigned-to-someone-else-59e45e944655411581d780cf7a010230?pvs=21) 
+[How to find an Instance assigned to myself](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/find_an_Instance_assigned_to_myself.md)
+
+### **Step 2: Locate Icon** 
+
+![img|20x21](images/suspend.png)
+
+- Next to the Process Instance Id, look for the icon that resembles the icon on the right and select it to initiate the suspension of the process instance.
+
+### **Step 3: Select suspend button**
+
+- Click on the suspend button. This action will pause the process instance, granting you the ability to make edits and modifications. When ready the process can be resumed. 
+
+---
+
+## **Outcome**
+
+| ✅ Success                                                     | 🚫 Error |
+| ------------------------------------------------------------- | ------- |
+| Confirm that the status has changed from ‘user_input_required’ to ‘suspended’ ![suspend_status](images/suspended.png) [Helpful links to guide next step](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/resume_a_process.md) |None|
+
+
+

docs/how_to/view_process_variables.md

@@ -0,0 +1,8 @@
+# How to suspend a process
+
+
+| ⚙ How do I get there \| Menu hierarchy |
+| --- |
+| Find an **active** Process Instance |
+---
+

docs/spiffworkflow/process_groups_and_models.md

@@ -0,0 +1 @@
+# Navigating Spiffworkflow

docs/spiffworkflow/process_instance.md

@@ -0,0 +1,50 @@
+# Navigating Spiffworkflow
+
+## What is a Process Instance
+
+A process instance refers to a specific occurrence. Think of a process instance as an individual journey through a predefined set of steps and rules that make up a larger process. For example, let's consider a purchase order process. Each time a purchase order is initiated and goes through the required steps, such as approval, payment, and fulfillment, it represents a distinct process instance and will have a specific id and data specific to the instance. 
+
+Each Process Instance would have started at the starting point and moved on to subsequent steps. The data it collects along its path is unique to that instance. You therefor have to know how to locate a process instance. 
+
+Follow the following steps to understand how to locate a process instance:
+[How to find an Instance assigned to someone else](https://www.notion.so/How-to-find-an-Instance-assigned-to-someone-else-59e45e944655411581d780cf7a010230?pvs=21) 
+[How to find an Instance assigned to myself](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/find_an_Instance_assigned_to_myself.md)
+
+## ℹ Information associated with an instance
+
+| Field Name | Description |
+|------------|-------------|
+| **Started By** | Specifies the initiator or originator of the process instance. wWould usually be a a username or email. |
+| **Current Diagram** | Specifies the current diagram where the active process instance can be found. |
+| **Started** | The timestamp of when the parent process was started.|
+| **Updated At** | Specifies the current diagram where the active process instance can be found. |
+| **Process model revision** | The timestamp of when the parent process was started.|
+| **Status** | Specifies the current diagram where the active process instance can be found.|
+
+---
+
+## ✅ Statuses
+
+The status of a process instance represents its current state or condition, reflecting its progress and execution. The process status is not necessarily bound to a chronological order and can transition between multiple statuses over time.
+
+| Status    | Image     | Description |
+|-----------|-----------------|-------|
+| **User input required** |![Image description](images/user_input_required.png) |  When a process instance reaches a user task or a point in the process where user input is necessary, the status is set to "User input required." This status indicates that the process cannot proceed further until the user provides the required information or completes the assigned task.   |
+| **Terminated**     |                  |       |
+| **Completed**     |                  |       |
+| **Suspended**   |![Image description](images/suspended.png)              | During the suspension period, the process instance remains in a state of temporary pause, and the execution is halted. Once the cause of the suspension is resolved, the process instance can be manually updated to reflect a new location or metadata. A suspened process can be resumed: [How to resume a process](https://github.com/sartography/spiff-arena/blob/main/docs/how_to/resume_a_process.md)    |
+| **Error**     |                  |  An error indicates that a process instance has encountered an error or exception during its execution. It signifies that there is an issue or problem that needs to be addressed before the process can proceed further.   |
+
+---
+
+## 🚫 Errors
+
+When a process instance encounters an error, it is typically unable to continue executing as intended. The error could be caused by various factors, such as:
+
+**Validation Failure:** If the process instance fails to meet certain validation criteria or encounters invalid data, it may result in an error status.
+
+**System or Service Failure:** Errors can occur if there are technical issues with the underlying systems or services that the process relies upon. These could include connectivity problems, server failures, or service unavailability.
+
+**Business Rule Violation:** If a process instance violates a predefined business rule or policy, it may trigger an error status.
+
+**Exception Handling:** Certain exceptional scenarios, such as unexpected conditions or exceptional events, can lead to errors within the process instance.