Published at: 2026-09-17
01-create-a-business-process.md
Configure a Business Process template for cross-role collaboration. Use the process canvas to arrange Business Activity nodes, Approval Node items, countersign nodes, branches, and stages.
Overview
A Business Process is suitable when multiple roles handle the same business matter, such as Account filing countersignature, Account grading, owner change, Service Work Order repair, or Quote approval. A CRM administrator can start from a blank process or a template. Configure Basic Info, Trigger Object, Visibility, trigger conditions, email approval, and post-termination actions first. Then configure nodes, handlers, completion conditions, and routing paths on the process canvas.
After you create and enable the Business Process, users in the Visibility scope who meet the Trigger Condition Configuration can start the process from the corresponding business object record. Check the Enable Status before users start testing. During process execution, the system routes tasks in canvas order and runs configured operations, such as approval, countersignature, object editing, field updates, notifications, waiting, branches, or termination.
Before you begin
- You have Business Process configuration permission.
- You have identified the Trigger Object, such as Account, Contact, Opportunity, Quote, Work Order, or a Custom Object.
- You have mapped Business Activity nodes, Approval Node items, countersign nodes, branch conditions, and exception rollback rules.
- You have defined Visibility, node handler rules, default handlers, and timeout requirements.
- To use email approval, connected processes, APL code, or an Email Template, complete the corresponding system configuration first.
Step 1: Select a creation method or template
- Go to Setup > CRM Platform Management > Process Management > Business Process Management.
- On the Business Process Management page, click New.
- In the New process dialog, select a creation method:
- Create directly: Start from a blank process. Use this for a new Business Scenario.
- Create from template: Create quickly from a system template or existing template. Use this to reuse common process structures.
- After you select a template, click Confirm.
[!TIP] If an existing process is similar to the current Business Scenario, click Copy and create in the process list. Then reuse its Basic Info and structure before you adjust it.
Step 2: Configure Basic Info
On the Configure Basic Info page, enter the process Name, Trigger Object, Visibility, and related information.
| Configuration item | Description |
|---|---|
| Name | Displayed in the process list, initiation entry, and process instance. Use a clear business name |
| Description | Describes the process purpose. The limit is 500 characters |
| Trigger Object | The main object for the Business Process. It supports Account, Contact, Opportunity, Quote, Work Order, predefined objects, and Custom Object entries |
| Visibility | Specifies which users can initiate the process. You can select colleagues, departments, user groups, or roles |
| Node handler and post-action exception reminders | Sends reminders to Designated Personnel when a node handler is empty or a post-action fails |
| Enable connected process | Allows external roles or External Apps to participate in the process |
| Specify Initiator when the system triggers the process | Specifies the process Initiator for system-triggered processes |
| Do not initiate another in-progress process under the same data record | Prevents Duplicate Configuration and repeated initiation for the same Business Data |
External Apps can include ShareOrder, dispatch orders, SharePartner, equipment assets, service apps, order malls, and equipment query. Availability depends on the enterprise applications that are enabled.
Configure trigger conditions
Trigger conditions limit which Business Data records can start the process. Data that does not meet the conditions does not show or cannot use this process.
- In Trigger Condition Configuration, click Add condition.
- Select a field, operator, and field value.
- To add multiple rules, continue adding conditions and set the condition relationship.
- Save Basic Info after configuration.
Write trigger conditions as business-rule filters. For example, allow an Account grading process when the Account grade is empty. Allow a legal review process when the Contract Amount is greater than 100,000.
Configure email approval
If approvals or countersignatures in the process must be handled by email, select one of these options in Email approval settings:
- Custom Email: Manually create email content and select the language for email content variables.
- Email Template: Reuse a configured Email Template.
When you select Custom Email, click New to configure email content. Email content variable languages can include Simplified Chinese and other language versions.
[!NOTE] Before you use an Email Template, maintain available templates in template management and confirm that template variables match process object fields.
Step 3: Configure termination content and post-termination actions
Configure termination content
Termination content defines the description or prompt shown to handlers when a process is terminated. After you click Configure content, enter a termination description based on business needs. This helps handlers understand the termination reason and next steps.
Configure post-termination actions
A Business Process can include post-termination actions. These actions run only when the process is terminated. Use them to restore record status, remind the process owner, unlock Business Data, or run custom cleanup logic.
| Post-action | Description |
|---|---|
| Field update | Automatically updates record fields after termination, such as setting Process Status to Terminated |
| Execute APL code | Runs custom logic after termination, such as synchronizing an external system or clearing temporary data |
| CRM reminder | Notifies process-related users after termination |
| Data lock or unlock | Controls the edit state of the Master Object or related data after termination |
To configure an action, click Add under Post-termination actions, select the action type, and complete the parameters. Multiple post-actions run in the configured order. Avoid using multiple actions to update the same field.
Step 4: Open the process canvas
- Check Basic Info, trigger conditions, email approval, and post-termination actions.
- Click Next.
- Open the Configure process page.
- Add nodes, connectors, and stages to the process canvas in business order.
The process canvas contains the node component area on the left, the canvas in the center, the toolbar at the top, and the properties panel on the right.
| Area | Function |
|---|---|
| Node component area on the left | Drag Business Activity, Approval, countersignature, Automatic Node, Wait Node, stage, branch, parallel, start, and end nodes |
| Canvas in the center | Arrange process nodes, stages, and connectors, and view the process path |
| Toolbar at the top | Supports undo, redo, select, drag, zoom, fit view, delete, import, and export |
| Properties panel on the right | Configure Node Settings, completion conditions, and post-completion actions for the selected node |
Step 5: Configure process nodes
After you select a node on the canvas, configure the node name, business description, processing object, task, button name, handler, default handler, and timeout in Node Settings on the right.
Configure basic node properties
| Configuration item | Description |
|---|---|
| Node name | The name of the current node on the canvas and in To-Do tasks. Use an action-oriented name, such as Account grading or Key Account countersignature |
| Business description | Explains what the node handles so the handler understands the task context |
| Which object this Business Activity targets | Selects the object handled by the node. It usually matches the Trigger Object, but you can select a related object |
| Which Account to execute the task on | Specifies the actual Data Range when an object relationship exists, such as related Account data |
| What needs to be done | Sets the task for the handler, such as edit object, approve, or countersign |
| Set button name | Sets the action button label on the To-Do page, such as Fill in, Submit, or Approve |
| Hide Complete button | Prevents the handler from completing the node directly. The process must continue through configured actions or conditions |
| Configure editable fields | Sets the content that the handler can edit. Options include no content, custom form, and process layout |
| Who handles this business task | Sets the node handler. You can select personnel, roles, variables, APL code, or a configuration table |
| Default handler when the handler is empty | Specifies a fallback handler when no handler matches |
| Task timeout duration | Sets how long the task can stay before it times out |
[!TIP] Prefer roles, variables, or configuration tables for handler rules. This reduces process maintenance when personnel changes. Configure a default handler for key nodes to prevent stuck processes.
Configure handlers
Node handlers support these methods:
- Select people, roles, or variables: Use for common handler rules, such as process Initiator, Account owner, direct manager, or specified role.
- Based on APL code: Use for advanced rules, such as calculating handlers dynamically by region, Account level, and organization relationship.
- Based on configuration table: Use for rules that operations teams can maintain, such as matching handlers by product line, area, or Account Type.
If the handler is empty, use Add option to configure a default handler. For key nodes, enable empty-handler reminders or configure fallback users.
Configure completion conditions and post-completion actions
Switch to the Completion conditions or After completion tab on the right panel to configure completion conditions and automatic actions after node completion. Common usage includes:
- Update fields, send Email Notifications or SMS messages, create tasks, and lock or unlock data after a node is completed.
- Route approval or countersignature nodes by approved, rejected, or other results.
- Route branch nodes by field conditions to another stage or to the end of the process.
- Let Automatic Node entries run system actions and then continue routing.
For more node types and post-action configuration, see the node configuration guides in Related topics. If a node must start another process, configure an Initiate Business Process action.
Step 6: Save as Draft, submit, or enable the process
After you finish configuring the process canvas, select an action based on the current configuration state:
| Operation | Description |
|---|---|
| Back | Return to the Basic Info page and continue adjusting process basics |
| Save as Draft | Save the current configuration temporarily without enabling the process |
| Save and Submit | Save the process configuration and submit it so that it becomes usable or ready to enable |
| Cancel | Discard the current edits and return to the process list |
Before saving, check these items:
- The start node and end node are complete.
- Every node has a handler or a default handler.
- Approval, countersignature, and branch nodes have complete outgoing connectors.
- The order of nodes in each stage matches the business sequence.
- Post-actions do not update the same field repeatedly.
- Trigger conditions do not block data that should start the process.
Expected result and validation
- In the Business Process Management list, confirm that the process is saved. Check its Name, Trigger Object, status, Applicable Scope, and process type.
- Use a test record that meets the trigger conditions to start the Business Process.
- Check whether Visibility works. Users in scope can initiate the process, and users outside the scope cannot.
- Check whether filters match correctly. Data that meets conditions can start the process. Data that does not meet conditions cannot start it or shows the correct Notice.
- Check whether the process instance is generated. Confirm that the first node handler, To-Do button, and editable fields match the configuration.
- Complete the process along the test path. Check whether approval, countersignature, branch, post-actions, and post-termination actions run as expected.
FAQ
Why cannot users see the Business Process initiation entry?
Check whether the process is enabled, whether users are in the Visibility scope, whether the current Business Data meets the trigger conditions, and whether the process Trigger Object matches the current record object.
Why is the process stuck at a node?
Check whether the node has a handler, whether the handler rule matches valid users, whether the default handler is empty, and whether the node completion conditions are too strict.
When should I create from a template?
Use a template, or copy and create, when the Business Scenario is similar to an existing template. This reuses stages, nodes, connectors, and some configuration, and reduces repeated configuration work.
When should I select Do not initiate another in-progress process under the same data record?
Select this option when the same Business Data cannot have multiple parallel copies of the same process. For example, the same Account can have only one Account grading process in progress. If the business allows parallel processing, do not select it.