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Process Version Management

Process versions are managed from the process page. Administrators and process owners can use XML transfer to promote a definition between environments, keep a reviewable backup, or replace an existing version after an approved change.

Available Operations

From a version's Operations menu:

  • Export XML downloads the formatted process definition as an .xml file.
  • Update replaces the selected version through the normal edit, validation, lock, and commit flow.
  • Import is available from the process menu and creates a new version from a local .xml file.
  • Compare, Copy, and Publish remain available in the same operations menu when their existing conditions are met.

An imported or successfully updated version is placed in TestMode. Neither operation activates a version automatically. Administrators should test the result and explicitly change the version state when it is ready for use.

Permission Requirements

Operation Required access
View and export a version Process read access and access to the process page
Import a new version Process write access
Update an existing version Process write access and an available edit lock
Activate or archive a version The existing process version state-management permission

The server enforces the permission and scope checks even if a user invokes an endpoint directly. Folder permissions and process-design permissions can combine restrictively; see Relationship Between Folders and Process Design Permissions.

Operational Guidance

  • Export the current version before a replacement and retain the file with the change record.
  • Review the target process, version number, environment-specific credentials, database connections, scripts, and external integrations before importing.
  • Do not import directly into an active production version unless the change has been approved and a rollback artifact is available.
  • Test imported definitions in TestMode before changing them to Active.
  • If an update fails validation, the existing committed version remains unchanged. Resolve the XML or definition problem and retry with a corrected file.
  • If another user holds the edit lock, coordinate with that user instead of attempting concurrent updates.