Process Instances Guide
What is the Process Instance Page
The Process Instance page offers an overview of all Process Definitions and their last run instances. An individual Process Definition can be selected from this page to offer an in-depth look at details about the Process Definition, a timeline of recent activity, a report summary of recent checks, and any associated documents.
Simply put, it is an overview of all existing processes at a macro level, with the ability to view the detail of a single process at a micro level (one end-user).
To access the Process Instances hit the “Process instances” on the navigation bar.
- Accessing Process Instances
Process Instances Overview
The Process Instances page is shown as below. It is possible to filter and and search for specific process definitions page hitting the top “Filter” column.
- Process Instance Page
Process Instance List
The Process Instances page shows the applicants name, the process name used, when it was created, the duration of the process, and the status as if the applicant was successful, still active, or encountered an error.
- List of Process Instances
Each Process Instance listed will have a corresponding status. The table below lists each of the possible statuses and their descriptions.
| Status | API Status | Description |
|---|---|---|
| Accepted | COMPLETED_ENDED_SUCCESS | This status appears after the end user has successfully completed the Identity Verification flow. |
| Abandoned | COMPLETED_TERMINATED | The Process Instance was abandoned without completion |
| Declined | COMPLETED___ENDED_ERROR | The document or face failed to pass verification checks and the attempt was declined. |
| Error | COMPLETED_PROCESS _ERROR | An error has occurred on the Process Instance. |
| Pending | PENDING | The Process Instance has been created but not yet processed by the server. |
| In Progress | ACTIVE | A user is currently undergoing the ID&V flow of the Process Instance. |
| Review | REVIEW | The Process Instance requires a further manual review before reaching a final decision. For more information, see the Manual Review Guide. |
| Paused | PAUSED | The Process Instance has been paused. See Pause & Resume a Process Instance for more information. |
Process Instance Detail
To see the details of an applicant, click the name on the hyperlink under “Applicant Name”.
The Applicant’s page is split into different sections. The first is an overview with some key points.
The applicant name, email and phone number are derived from the associated Process Definition Token. Additional parameters such as the firstName, lastName, email, and phoneNumber will populate these fields. For more information on Process Token parameters, see the Process Definition Token Guide.
In cases where this information is not available, 'Not available' will be displayed instead. After the ID&V flow has been completed using a Process Definition Token, if a document was successfully scanned, the extracted data will populate the empty fields. For example, the 'Name' field will be taken from the name found in the document.
Other fields such as nationality and date of birth will also be populated from data extracted from the document.
Missing details will only populate from the document if not already set within the additional parameters of the token. For example, if the firstName and lastName are already defined in the token, they will not be replaced by the data extracted from document.
Documents
The document section displays the document, portrait, and security elements.
A complete list of all data extracted from the available documents will also be provided under the "More Data" section.
Summary Check/ Reports
Summary Checks/Reports show all the different steps and check that the end user went through. Reports are available for face, documents and cloud functions during the Identity Verification flow. For example, the screenshot below provides a report of the results from a document Identity Verification flow.
For more information, see the Summary Checks and Reports page.
Timeline
The timeline shows the activity the user undertook, when it was created and the time it took to do that particular activity.
BPMN Overview
Finally, the BMPN flow will show the journey the user went through. You can follow it by pressing on Play on the right side.
Searching for Process Instances
Process Instances can be filtered and searched on the Process Instance page by using the options available at the top-left of the page.
Additional Process Definition Token parameters such as the first and last name can be used to filter the results. The example below utilizes the firstName token parameter to find all associated Process Instances.
The search functionality is case sensitive.
Users can also search by Reference ID to find a specific Process Instance. For example, consider the list of Process Instances:
Searching the Reference ID RNZAVPXSF5VUYNZ6SOQYP6Z6Z4 will return a single entry:
As mentioned in the Process Instances Detail section, information that is displayed in the search results table will depend on whether a successful document has been captured during the ID&V flow. When the Applicant Name is empty, 'Not available' will be returned. After a successful document capture, the information extracted from the document will populate this field only when the firstName and lastName parameters are not set by the associated token.
It is currently not possible to search by all additional parameters associated with a token such as email and phone number.
Delete Process Instance
Process Instances can be deleted via the Backoffice. To achieve this, navigate to the Process Instance page and find the list of Process Instances created in the system.
In the right-most action column, a 'bin' icon will appear that will allow the user to delete a Process Instance.
Clicking the 'Delete' button will open a pop-up modal to confirm the deletion. Selecting 'Ok' will remove the Process Instance from the system.
It is also possible to delete Process Instances via the TrustX API using the following query:
DELETE https://{tenantId}.{region}.trustx.com/api/process-manager/processInstances/{processInstanceId}A successful 200 response code will be returned and the Process Instance will be deleted from the system.
For more information on connecting to the TrustX API, see the Integration Guide.
Exporting a Process Instance
Process Instance data can be downloaded as a password protected zip folder containing a single or multiple Process Instances. Search filters applied on the Process Instance page will also be applied to the exported results.
To export multiple Process Instances, as a CSV file navigate to the Process Instances page and find the 'Export Search Results' button in the top-right corner of the page.
Filters applied to the search results will also be applied to the exported Process Instance data. In the example below, only Process Instances in the 'Accepted' status that occurred between the specified dates will be exported.
- CSV export has a hard limit of 10,000 Process Instances per export. A message will appear when attempting to export search data that exceeds this limit.
Once clicked, a pop-up modal will appear where a password can be entered to protect the exported zip file.
Additionally, it is also possible to export the data of a single Process Instance by clicking the export icon under the 'Action' column of the Process Instance to be exported.
This export will include a folder of detailed data contained within the single Process Instance.
When Process Instance data is exported, it is important to ensure protective measures are in place so that sensitive data is kept safe and in compliance with local regulations.
Multiple Process Instances Export
When exporting multiple Process Instances, the data will be exported as a CSV containing the following data points:
| Column Name | Description |
|---|---|
| Id | The ID of the Process Instance |
| tenantId | The ID of the tenant that created the Process Instance. |
| processDefnId | The ID of the associated Process Definition. |
| processDefnName | The name of the associated Process Definition. |
| processDefnVersion | The version of the associated Process Definition. |
| processDefinitionType | The type of Process Definition. |
| processTokenId | The ID of the associated Process Token. |
| processTokenCounter | When the same Process Token is used for multiple Process Instances, this value increases every time same token has been used. |
| status | The status of the Process Instance. |
| processServerId | The ID of the server that the Process Instance was created on. |
| createdDtm | The date that the Process Instance was create. |
| lastUpdatedDtm | The last updated date of the Process Instance. |
| expiringDtm | The date when the Process Instance is set to expire. |
| completedDtm | The date which the Process Instance was completed. |
| elapsedMilliseconds | The elapsed time since the Process Instance was created. |
| extId | The external ID associated with the Process Token |
| lastName | The last name associated with the document or Process Token. |
| firstName | The first name associated with the document or Process Token. |
| dateOfBirth | The last date of birth associated with the document or Process Token. |
| phoneNumber | The phone number associated with the Process Token. |
| The phone number associated with the Process Token. | |
| nationality | The nationality associated with the Process Token. |
| reviewedBy | In instances where the Process Instance was subject to manual review, this field represents the reviewer. |
| docNum | The document ID captured during the Process Instance |
Single Process Instance Export
Depending on the Process Definition, a typical export for a single Process Instance export will include many of the following files:
| Filename | Contents |
|---|---|
| activity.json | A list of all activities in the Process Definition associated with the Process Instance. |
| consent.json | Results of the consent form provided during the ID&V flow of the Process Definition. |
| summary.json | A summary report of all document and face checks performed during the ID&V process. |
| idDocs/ | A folder containing documents captured during the ID&V flow. |
| idDocs/FRONT.Cropped.jpeg | The cropped front image of the captured document. |
| idDocs/FRONT.Uncropped.jpeg | The uncropped from image of the captured document. |
| idDocs/portrait.jpeg | Includes the portrait face image associated with the captured document. |
| idDocs/processor-results.json | Contains the results of the document processing performed during the ID&V process. |
| faces/ | A folder containing faces captured during the ID&V flow. |
| faces/face.jpeg | The face image captured during the ID&V flow. |
| faces/processTokenParams.json | A JSON file that contains data from the additional parameters of the Process Token. |