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Starting business processes

Start a business process for a contact, company, opportunity, or service request when you want to record or update information in their profile using a defined series of questions and an approval workflow.

You choose the business process that you want to initiate from a list of available business processes. Select the business process that matches the workflow you want to use with your contact, company, opportunity, or service request.

When you start a business process, the associated contact, company, opportunity, or service request is locked. You can add activities to a locked item but cannot edit other properties of the item.

Info

For information about starting business processes for opportunity approvals, see Starting and running a business process for opportunity approvals.

To start a business process for contacts, companies, opportunities, or service requests:

  1. Navigate to the Contacts workspace to start a business process for contacts or companies. Navigate to the Opportunities workspace to start a business process for opportunities. Navigate to the Service Requests workspace to start a business process for service requests.
  2. Select the contact, company, opportunity, or service request for whom you want to start a business process.
    The record for the selected contact, company, opportunity, or service request is displayed.
  3. Click the Business Processes tab.
    A list of all business processes for the contact, company, opportunity, or service request is displayed.
  4. Click the Add buttonand select your desired business process.
    The Add Business Process dialog opens.
  5. In the Description field, enter a description for the business process.
    [Optional] Assign the business process to any additional users whom you want to complete it:
    1. In the Assign To field, click the drop-down arrow in the Search field, then choose Select.
      The Participants dialog opens.
    2. In the left pane, select the user to whom you want to assign the business process, then click Add.
      The user is added to the right pane.
    3. Click OK.
      The Participants dialog closes and the selected users are assigned to the business process.

      Info

      By default, the business process is assigned to the user who started it.

      To remove an assigned user from the business process, in the Assign To field, hover your cursor over the user, then click the Delete button .

  6. In the Start field, select a start date for the business process.

    Info

    The start date is for reference. It does not prevent you from filling out the business process prior to the specified date.

  7. [Optional] In the Due field, select a due date for the business process.

    Info

    The due date is for reference. It does not affect when you can fill out or submit the business process.

  8. [Optional] In the Reminder field, select when you want the assigned users to receive a reminder to complete the business process.
  9. [Optional] In the Notes field, enter any notes that you want to include in the business process.
  10. Click the Related tab.
    The associations and follow-ups areas are displayed.
  11. [Optional] Associate the business process to any desired accounts, campaigns, events, opportunities, products, or service requests:
    1. In the top area of the Related tab, click Select beside the category that you want to create an association for. For service requests, you can click in the Service Request field.
      The Select dialog opens.
    2. Select your desired association.
    3. Click OK to save your selection.
      The Select dialog closes.
    The business process is associated with the selected item.
  12. [Optional] Add follow-up schedule items, tasks, and documents that you want to assign when the business process is started:
    1. In the Follow-ups area, click Add and select your desired type of follow-up.
      The Add dialog opens.
    2. Specify any details, associations, follow-ups, attachments, and view security settings for the follow-up.
    3. Click OK.
      The Add dialog closes.
    The follow-up item is added to the business process.
  13. Click the Attachments tab.
    The current attachments for the business process are displayed.
  14. [Optional] Add attachments that you want to include in the business process:
    1. Click the Add Attachment button and click Browse.
      The Open dialog opens.
    2. Select your desired attachment, then click Open.
      The selected attachment is added to the business process.
  15. Click the Security tab.
    The current view security settings for the business process are displayed.
  16. [Optional] Specify who you want the business process to be visible to:
    • Public
      All users can see the business process.

    • Group
      Only members of the specified user group can see the business process. Specify a group by clicking the Select button .

    • Private
      Only you can see the business process.

  17. Click Save and Dock to dock the business process and begin filling out the form.

    Info

    To add the business process to the record for the contact, company, opportunity, or service request, but leave it to fill out at a later time, click OK instead.

    The Add Business Process dialog closes and the form opens in a new workspace.

An entry is created in the Business Processes tab in the record for the contact, company, opportunity, or service request which contains the form and approval steps for the business process. If the business process uses a Know Your Client (KYC) form, then an entry will also be created in the Portfolio tab in the contact's record.

At this point, the business process is initiated, but not yet underway. To run the business process, you must fill out its form, then submit it for approval.

Filling out business process forms