Check Out an Existing Process Model

You can check out and edit existing process diagrams. Each time you check out a process, a new version of that process model is created. Any modifications you make are applied to the new version and the original version remains unchanged.

You can check out an existing process from the Home page, or from the Process menu in XTRAC Process Modeler.

You can also open existing processes without checking them out. When you open an existing process, you have rights to view the diagram but you can't make any changes to it.

Process Status Icons

When a container is expanded, status icons are displayed in the columns to the left of the various process versions. The following table describes each icon:

Status Icon	Description
	The process is checked out by another user and is currently locked. You can still open the process and view it, but you cannot make modifications to it.
	The process passed validation when it was checked in.
	The process failed validation when it was checked in.
	Indicates that the process is a model.
	Indicates that the process is a reusable process diagram.

Open an Existing Process

You use the Open Existing Process Diagram dialog to check out or view existing process diagrams. You can access this dialog the following ways:

• On the Home page, click Open an Existing Model.
• In the XTRAC Process Modeler, select Open from the Process menu.

The dialog lists all existing diagrams that have been checked in. This list includes processes that have passed validation, processes that have not passed validation, processes that are currently locked, and the various available versions of each process.

By default the available processes are displayed in collapsed containers. Click to expand a container and click to collapse the container. To expand all the containers at once, click Expand All. To collapse all the containers at once, click Collapse All.

Filter on Process Status

There are several filters built into the dialog that you can use to narrow your search for specific process diagrams. The status icons can be used as filters. For example, you can filter the list based on the locked status icon—the displayed results will list only locked processes.

To filter on process status

1.

Click the Model Status Filter button ( ) to activate the filter's context menu.

2.

Click a check box to select or deselect a filter option.

3.

You can click Select All to select all of the available filter options, or click Unselect All to exclude all of the filter options from your search.

4.

Click OK to apply the filter.

Filter on Model Names

The Model Name column includes a filter that lets you search for specific processes based on model names. The filter works as you type in the filter's text box. For example, type the letter "b" and the list displays all process names beginning with the letter "b". Type "br" and the list updates to display process names beginning with "br".

1.

Click the Model Name Filter button ( ) to activate the filter's context menu.

2.

In the menu, enter text in the text box.

3.

The processes that contains the text you enter are listed in the context menu.

4.

In addition, you can narrow the search by clicking the links at the top of the menu.

For example, clicking E-H displays all processes that begin with the letters "e", "f", "g", and "h".

5.

Select a process name in the list and click OK to apply the filter.

6.

The selected process is displayed in the Open Existing Process Diagram dialog.

Filter on User Name

You can narrow your search by filtering the name of the user who last modified a process. The filter works as you type in the filter's text box. For example, type the letter "b" and the list displays operator IDs that begin with the letter "b". Type "br" and the list updates to IDs beginning with "br".

1.

Click the Modified By Filter button ( ) to activate the filter's context menu.

2.

Enter the name or the first few letters of the operator ID you are looking for.

3.

Select the operator ID from the results list and click OK.

Open Existing Process Model

The Open Existing Process Diagram dialog allows you to check out existing processes so you can create new versions of the processes based on the previous versions. The dialog also gives you the option of opening a process in read only mode so you can view the process, but you can't make any modifications to it.

1.

In the Open Existing Process Diagram dialog, select the process you want to check out.

2.

Click Check Out.

3.

The Check Out dialog opens displaying the model's current version number.

You are asked to select whether the changes you are going to make to this model will be a minor update or a major update. If the changes will be minor, the version number will be incremented by a fraction (for example, 1.0 becomes 1.1 and 1.1 becomes 1.2). If the changes will be major, the version number is incremented by a whole number (for example, 1.0 becomes 2.0 and 2.0 becomes 3.0).

4.

Click the Major or Minor button depending on how extensive your modifications will be.

Note: Minor is selected by default.

5.

Click Check Out.

The dialog closes and the selected process diagram is placed on the drawing canvas. You can make any modifications you want to the diagram without altering the original version.

To open a process in read only mode

1.

In the Open Existing Process Diagram dialog, select the process you want to open.

2.

Click View.

The selected process opens in the drawing canvas. You can view this model, but you cannot edit it. You can select any object in the diagram and see its properties in the properties panel, but you cannot move, rename, or deleted the selected object.

3.

If you need to make modifications to a process currently opened in read only mode, select Check Out from the Process menu.

Note: Only unlocked models can be checked out. If the process model you want to check out is currently checked out by another operator, you will see the following error:

Undo Check Out

There may be times when you need to check out a process diagram that is locked by another operator. You can contact that operator to have the lock removed. If the operator is unavailable, you forcibly remove the lock on the process by clicking the Force Undo Check Out button in the Open Existing Process Diagram dialog.

1.

In the Open Existing Process Diagram dialog, set up a filter to display only locked process models.

2.

Select the process you want to check out.

The Force Undo Check Out button is activated. This button is available only if the selected process is currently locked.

3.

Click Force Undo Check Out.

The following warning displays.

4.

Click Yes.

Any previous changes that were made and that were not checked in are lost. The lock is removed and you can now edit the process diagram as needed.