ºÚÁϳԹÏÍø

Process statuses explained

Each process has a status that shows how it should be used:

• draft – work in progress, used for testing or review
• published – ready to be viewed but not yet agreed
• active – the agreed and trusted way of working (certain permissions only)
• archived – no longer used, kept for reference

Using the correct status helps keep the process list clear and reliable.

When to change process status

Change the status as the process develops:

• move a process to Published when the structure is complete
• make a process Active when it reflects how work is done now
• Archive processes that are replaced or no longer followed

Avoid deleting processes unless they were created only for testing or training.

Create a draft process

A draft is created automatically when you start a new process.

Use drafts to:

• capture how the process works today
• test changes safely
• run workshops or reviews

Drafts are useful while content is being checked or improved.

See Create and update processes in ShiftX for more details.

Publish a process

Publishing shows that the process structure is ready.

To publish a process:

1. open the draft
2. select Publish from the left‑hand panel

A published process is visible but still inactive. This allows time for review before it becomes the agreed way of working.

Improve a process

To improve a process:

1. open the published process
2. create a draft copy
3. change only the steps that need updating

This makes it clear what has changed. You can compare the current and future versions to see the impact of updates.

See Improve existing processes in Ardoq ShiftX for more details.

Make a process active

An active process is the current, agreed way of working.

To make a process active:

1. open the process (not the editor)
2. change the status to Active in the details panel

Active processes are used for guidance, analysis and reporting. Making a process active links it to the back end of Ardoq. Because of this, the process must be checked and verified first. Before making a process active, contact the AI and Automation team to review it and confirm it is ready by email at ai-automation@st-andrews.ac.uk.

Archive a process

Archive a process when it is no longer used but still needs to be kept.

To archive a process:

1. open the process
2. select the three dots
3. choose Archive process

Archived processes are removed from active use but can be restored later.

Archive or inactive?

You can either archive a process or make it inactive:

• use Inactive if a process may be used again
• use Archive if a process is replaced or no longer relevant

Archiving helps keep the active list clear.

Restore an archived process

To restore a process that was archived:

1. open the archived process
2. select the three dots
3. choose Restore process

The process returns as inactive and can be reviewed or made active if needed.