- If data has been input incorrectly can I modify this later on?
- No, you can't. However, corrections are possible in the following situations.
The workflow designed to enable 'Send Back' (Normal User)
In the case of normal users, if the workflow has been designed to enable work to be sent back for the purpose of data modification or correction, it is possible to modify it by sending it back. However, when finishing the Task operation, the process goes to the next operator and the data cannot be modified.
It is desirable to define Tasks to carry out data modification beforehand as part of the workflow processing, depending on the purpose and the (expected) frequency of occurrence of mistakes or data formatting for later use.
You can remove this kind of Task if you find it is rarely used in actual operation. Also, you can add these Tasks later on. In Questetra, it is possible to change the design of a Business process without stopping the Workflow in operation.
The [Edit Data] feature (Authorized User)
In the case of Users who have the following authorizations for the target Workflow (App) they can modify data using the [Edit Data] feature.
- Process Manager
- Data Viewer
You can modify data by checking the [Administrator Mode] box and clicking on the [Edit Data] button on the Process Detail screen of a running process. However, please keep in mind that it does not allow you to edit the data of Processes that have already ended. In addition, [Edit Data] operations will be recorded in the same way as Task processing, etc. In the [System Settings] > [Process Log].
The [Edit Data] feature is very convenient for correcting input errors or reflecting changes, but there are risks of enabling falsification and fraud. This is why you will not be able to modify data in completed Processes, as it has been specified that [Edit Data] is disabled for completed Processes in accordance with compliance.
In addition, from the point of view of the audit trail, sometimes it may be desirable to start the Process over (Re-entry / Delete the original Process), instead of modifying it via [Edit Data].
I want to Add Data to a Completed Process!
- I want to correct mistakes in the input data found after the Process was completed.
- I want to record additional information that was clarified afterwards.
In fact, we often hear people saying they want to modify data after a process has been completed, but regarding the [Edit Data] function, we cannot change the specification without careful consideration.
Nevertheless, not being able to record anything could be wasteful, as valuable information might be discarded. In such cases, how about using the Open Chat (Enterprise Social Networking) feature to leave comments.
In completed Processes, you cannot modify business data (Process Data Items), but you can add comments on Open Chat in the Process Detail screen. Although there are things to be aware of, such as data viewing permissions, you can record information even after the Process is completed by associating it to the Process on Open Chat.