What is a Process Template?
The process template, consisting of a series of tasks, is the foundation and guide for projects, which are created from the templates. A process template is defined and created in the Process Templates section in the left side navigation menu.
Who can Create and Manage Process Templates?
BLUE administrators or users with administration rights will have access to create and manage process templates. If you think you should have access to a process template, contact your site administrator.
Accessing Process Templates
To access the list of existing process templates or create a new process template:
Step 1: Click on Process Templates in the left side navigation menu of the BLUE workspace
Step 2: Open the left side Search panel of the BLUE workspace to filter existing process templates
Step 3: The available list of templates will appear to the right. You can filter the results by clicking on the search options. Choose from enabled, disabled and draft templates.
Step 4: To view the details of a process template, click on the template row and the information will appear in a panel to the right of the list.
Step 5: To view the details of the process template on a separate page, click on its name link. The list page will be replaced with the template page. In this view, you can:
Export. With the “Export” option, you will be able to export the template and import it to a new site. On click of “Export” you will be prompted to save the template as a file. When you import that template, the new site must contain the same properties as those in the site the template was exported from. If there are mismatches with any of the following settings, the system may not allow the template to be imported:
– Site version (BLUE 5.3, BLUE 5.3.1, BLUE 5.4, etc.)
– Groups (Marketing group, Quality group, etc.)
– Custom field IDs (Brand – A_1000, Product – A_2000, etc)
– Swimlanes (project owners, task owners, etc.)
– Users (j.doe, bob.smith, etc.)
To successfully export and import existing templates, it is advised that you create the template with the basic elements and do not customize it until after you have imported into the site you wish to use it in. For example, make general assignments to the administration group, so you can change assignees after it is imported to the target site and do not associate custom fields. The less you build the template with, the better chance there will be for the template to successfully import into the new site, as all template properties have unique database identifiers.
Disable. When you choose to disable a template, this will make the template inaccessible to users who can create projects from this template. You can disable templates when there is a need to retire the template or create a new version. Disabling a template does not affect projects created before it was disabled.
Edit. When you want to make changes to a template, you can choose to Edit the template. You will be able to modify the task nodes, the settings, and configurations for the template. Saving and validating an edited template may cause the template to create a new version.
Creating New Process Templates
To create a new process template, click on the “Create Process Template” option. A new window will appear to add details for the process template. Here, you can define the following.
Here is the Create Process Template dialog:
| Setting | Description |
| Template Name | Enter a new, unique template name (required). |
| Folder Types | One or more folder types where projects created using this template can be stored in the library (required). |
| Auto Project Name Expression |
An expression used to automatically name projects created from this template (optional) See Generating Automatic Project Names for more information. |
| On Project Start Script |
A script that is executed when the project owner tries to start the project (optional). See On Project Start Script Automation for more information. |
| Report Prefix | A prefix used to identify this template from others for reporting purposes (required). This will only appear in reports to uniquely identify when this template is used. The Report Prefix is only editable when creating a new template or creating a copy of the template. Once it has been saved, it may not be updated. |
| Allow Project Invite | Allows project participants to invite others to view projects created from this template (optional). |
On the Permissions tab, you will be able to define security permissions for using this template. You can choose which user groups will be able to use this template.
Click on the Add or Remove Group option.
On the Select Template Groups dialog, select one or more groups that will be able to access the template. Click Done.
After selecting the groups, choose the permissions for each group. Click Create.
Edit Template. Group members will have access to the template and be able to modify it, including creating a new version of the template.
Use Template. Group members will be able to access the template from the list of templates when creating a project and searching for workflow items based on the template.
Own Project. Group members will be able to own projects created from the template.
Copy Project. Group members will be able to make a copy of an existing project created from the template.
Rewind. Group members will be able to rewind completed tasks in an active project.
Redo. Group members will be able to redo completed tasks, cycles and sub-processes in an active project.
Exploring the Template Canvas
Once you create the template, a blank canvas will display and you’ll be able to add workflow items, such as standard, upload, or approval tasks, milestones, or system decisions.
You can add workflow items onto the template canvas. The following task nodes are available for selection in building a process template. Each one has a unique function with its own attributes. For detailed information on setting up tasks in a template, see Task Node Settings.
Task Node |
Description |
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Standard |
These are tasks you accomplish and complete outside of BLUE. Examples would be calling a supplier, calling a meeting, or printing a file. You would track and mark these tasks as complete in BLUE.Standard tasks support automation capability, allowing the system to execute custom integration code and validate attribute values when a task performer tries to complete a data entry task. |
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Upload Reference Files |
This task requires you to upload a file to BLUE. This is usually a reference file or supporting document that does not need to be routed for review and approval. This file can be accessed by any user who is involved with the project. You may also attach existing files to a project as a reference. See Tasks and Reference Files for more information. |
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Milestone |
These are markers for milestone events in the project. Milestones can be placed at any level of the project schedule. These tasks do not have task owners and are reached automatically by the workflow’s progression. |
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Complete
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Forms provide a way for users to enter and view custom fields in a format that closely resembles the order and arrangement of data in legacy systems or physical paper forms. See Form Tasks for more information. |
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Automation
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The Automation node is a task within the workflow that allows for custom JavaScript code to be executed when the task is active or becomes in progress. See Automation Node for more information. |
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System Decision |
The System Decision node allows you to skip a task or sub-process within the workflow by using expressions to determine the transition (True or False) to follow. See System Decision Node for more information. |
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Select Base Artwork from Library (SBA )
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This task allows a user to select one file from the library to use as a base artwork file for a new file that will be routed for approval. Depending on the template settings for this task, the user attaching the base artwork may be able to make annotations to indicate what changes are needed for the new artwork file.The SBA task may have some Review tasks after it (before the cycle), allowing multiple reviewers to markup the base artwork prior to the upload file for approval step. The SBA task and its Review tasks are associated with each other using the same Approval Candidate ID. They must be outside the cycle.See Tasks for more information. |
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Upload File for Approval |
This task requires you to upload a file for review and / or approval. After uploading a file, the submitter marks the task as complete in BLUE. See Tasks for more information. |
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Review
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This task displays the file that was uploaded for review—either the base artwork or the approval candidate, depending on how the workflow is configured.If the Review task precedes a cycle, then this task allows reviewers to view and annotate the base artwork.If the Review task is inside a cycle, then this task allows reviewers to view and annotate the approval candidate.A Review task, whether it’s for a base artwork or approval candidate review, may be configured to allow the reviewer to set annotation statuses. |
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Approval
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This task displays files for approval. Approvers can add comments and add their approval decision (approved or rejected) in online proofing, which automatically marks the task as complete.An Approval task for approval candidate review may be configured to allow the reviewer to set annotation statuses. |
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Auto Transfer to Library |
When projects are executed with the Auto Transfer to Library task in its workflow, the artwork file or Packshots that were approved in the workflow are automatically transferred to the asset library when this task is initiated.The transfer to library task must be at the same level as its associated cycle (via Approval Candidate ID), so if there is a sub-process, it must inside the sub-process.See Transfer to Library Tasks for more information. |
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Manual Transfer to Library
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The Manual Transfer to Library allows a task owner to decide where the approved file should be transferred to in the library and if it should be versioned.The transfer to library task must be at the same level as its associated cycle (via Approval Candidate ID), so if there is a sub-process, it must inside the sub-process.See Transfer to Library Tasks for more information. |
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Auto Transfer to MediaBeacon |
The Auto-Transfer to MediaBeacon task occurs at the end of a cycle, after the artwork has been approved. It works similar to the Auto Transfer to Library task in that it transfers the file and all of its metadata to the library. Instead of sending it to the BLUE library, BLUE sends it to the MediaBeacon library.This node has the same rules for placement in a workflow as Auto Transfer to Library. It must be at the same level as its associated cycle (via Approval Candidate ID), so if there is a sub-process, it must inside the sub-process.See Transfer to Library Tasks for more information. |
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Create Packshots |
Packshots is a licensed feature. Packshot templates will be configured by your BLUE system administrator.The Create Packshots node must follow the artwork approval process, and it is used to generate a set of Packshots of the approved artwork. |
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Approval Decision |
The Approval Decision will progress the workflow, depending on whether an approval candidate (which could be artwork or one or more Packshots) was approved or rejected.
In both cases, once the approval candidate is approved, the workflow will progress to the next sequential task. A green checkmark approved or red X rejected icon appears over the node so that the approval decision is represented visually within the workflow diagram. |
To add an item, drag and drop the first item to the “Start” point. Additional items need to be added by dragging it to the previous item. For example, if you want an “Upload Reference Files” task to follow a “Standard” task, drag the “Upload Reference Files” task to drop onto the “Standard” task.
Note: If an item does not have a transition, it will not validate as a joined item in the process. You will have to add a transition or delete the item to validate the process.
Once items are in the process flow, you can edit each item individually by clicking on each one in the graph or in the rows in the left panel below. The right panel will display the options for that project item. You can define the name, groups, swimlane, duration, and approval candidate ID for the selected item. For details on how to set up each node, see Task Node Settings. The template will not validate and save successfully if there are errors in the template setup.
The icons at the top of the Create / Edit Process Template screen represent the actions you can perform while creating or editing a process template.
Click on the Tools 
icon to hide and show the list of tasks available for the process template.
Click on the Settings 
icon to make changes to the template’s settings. Here you can edit the template’s general settings, such as the template’s folder types, as well as the permissions and auto sub-process generation settings.
On the Auto Sub-Process tab, define the Automatic Sub-Process Generation (ASPG) settings.
– Choose the sub-process that will be used to automatically create sub-processes using asset library items within the project.
– Choose the allowed file and folder types for the asset library item used to create the sub-processes.
– Configure whether more sub-processes can be created after the project has started (this setting does not affect the ability to duplicate a sub-processes, it only determines whether the Create Sub-Process is available on the more project options drop down after the project has started.
See Auto-Generating Sub-Processes for more information about creating projects with automatic sub-process generation.
You can click on Copy, 
if you want to make a copy of the entire process template.
To create a sub-process, click on Create Sub-Process 
and select multiple items to include in the sub-process.
To delete an item, select it in the template graph, and click on 
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A confirmation window will appear. Click “OK” to confirm the deletion.
To delete connection lines in the template, click on the line and click on .
A confirmation dialog will appear for you to confirm its deletion. Click “Delete” to confirm the deletion.
The Zoom icons on the bottom right of the template canvas will allow you to zoom in and out, fit to width, or fit to page.
Working with swimlanes
Each task that will be completed by a user, must have a swimlane associated with the task. The swimlane is the list of groups that are eligible to complete the task. System tasks such as Automation and Auto-Transfer to Library tasks do not have an associated swimlane. Each task may only be associated with one swimlane.
Creating swimlanes
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- In the task details, click the Create Swimlane link.
2. In the Create Swimlane dialog, give the swimlane a name, and choose the swimlane default group.
3. Next to the default group’s checkbox entry in the list, you may choose a default user for the default group.
4. You may also choose some other groups that are eligible to complete the task by selecting the group’s checkbox. Optionally, specify a default user for each group by selecting a user from the drop down.
5. Click Done to save your changes.
For new templates, the swimlane will be assigned to all task nodes. However, you may create more swimlanes and assign them as needed to each task by selecting the swimlane from the drop down.
Validating and Saving a Template
To complete the process template, click on Validate and Save. 
If the process template validates successfully, you will be able to enable the process template and it can be used to create projects.
Note: The site require at least one “Completed” disposition without comments to be able to validate and save the templates. If you have been upgraded from 3.x site and you get an error of missing dispositions please make sure you have at least one disposition of every type and there is at least one completed disposition that does not require comments.
Guardrails
Advanced Settings
If configuring your template with advanced settings, make all your process modifications first in the process template creation and ensure that your template validates and saves correctly. Once it does, proceed to make advanced setting changes, such as adding dispositions, rejection reasons, or the approval candidate type. It is important that all changes are saved and validated, otherwise a draft template may lose some of the advanced settings. This also applies when creating a new version of the template, once the new version is validated and saved, then make any advanced setting changes.
Decision Nodes
When using two or more decision nodes in your template, including a system decision or approval decision, it is important that these do not overlap each other. Each decision node must point back directly to another node, such as the Upload for Approval node, without it crossing the other decision node. Doing so, may cause the template setup to break, remove transitions, or not validate and save.
If the template is saved with decision nodes overlapping, but with errors, this will cause projects that are created from that template to not progress forward. If you encounter a project created from a template like this, contact your administrator.
Transfer to Library Tasks
Transfer to library tasks must be at the same level as their associated cycles. So, if there is a sub-process, the transfer to library task must inside the same sub-process as its associated cycle. Template validation will check that templates are configured this way; you will not be able to successfully save and validate a template where the transfer to library task is outside the sub-process containing the associated cycle.
Select Base Artwork Tasks
Select Base Artwork from Library tasks (and any associated base artwork review tasks) must be outside the cycle. Having SBA or base artwork Review tasks inside a cycle is not a supported workflow.
Editing Process Templates
Step 1: Once you are on the process template page and you need to edit a process template, click Edit. Here, you will be able to modify the items in the process template.
Step 2: To add an item, select it from the available tasks in the left panel and drag it to the desired location.
Step 3: To delete an item, select it, click on , and confirm the deletion.
Step 4: You can also create a sub-process by clicking on “Create Sub-Process” and then select multiple items to include in the sub-process. Once you have finished selecting items, click on “Done.”
Step 5: You can cancel any changes you made to the template by clicking on “Discard Changes.”
For more information on template-related topics, visit these links…
To learn how to define the settings for each task type in a template, see Task Node Settings.
To create unique project names automatically, see Automatic Project Naming.
To learn about setting up Complete Form tasks, see Form Task Nodes.
To learn about transferring files to the library, see Transfer to Library Tasks.
To create projects from assets in the library, see Auto-Generated Sub-Processes.
To add automation when starting a project, see On Project On Start Script Automation.