Each project in PPM Express follows a structured process that defines its workflow through various stages. The process is assigned when the project is created and determines how the project progresses over time.
This article explains how processes are selected, how project stages function, and the available actions for managing project workflows in PPM Express.
Assigning a Process to a Project
When creating a new project, a process is automatically assigned. Users can manually select a process by following these steps:
On the Create Project page, click "Advanced Options".
Select the required process from the list of Active Processes.
Proceed with project creation.
If no process is selected manually, the system applies the default process, which the PPM Express Administrator configures on the Process Management page.
The Default Process is a predefined process automatically applied when creating a project. It is used in cases such as project creation via API, CSV import, external system import, Idea conversion, roadmap bar, or when cloning an active or archived project with no process, an inactive process, or a draft process. Each tenant must always have one Default Process.
Along with selecting a process, users can also apply a Layout during project creation.
- If a layout is specified for the first stage in the selected process, it will be predefined when creating a project with that process. However, the user can change the Layout selection as needed.
- PPM Express Administrators may configure different layouts for process stages on the Process Management page.
Once the project is created (manually, via API, import etc.) or cloned, the project process starts from the first stage.
The Project Stage field on the Details project section is read-only, meaning it can only be updated through the Process section.
The Project State field is similar to the Progress field now but is linked to the project stage. In the future, Progress will be replaced with Project State.
Two views are available for the Process section:
- Flow Chart (Default) – A visual representation of project stages.
- List – Displays stages in a structured table format.
Managing Project Stages in the Process section
Users can transition through project stages using the following actions:
Go to the Next Stage:
- Moves the project to the next stage.
- The previous stage is marked as Completed, and a Finish Date is set for it.
Return to the Previous Stage
- Reverts the project to the previous stage if necessary.
Restart the Process
- Restarts the project from the first stage.
- The Start, Finish dates and Modified By values will be reset for stages.
Skip to a Specific Stage
- Allows users to jump ahead to a required stage.
- All skipped stages will be automatically marked as Completed.
Finish the Process (Available on the last stage)
- Marks the project process as complete.
- Once finished, the only available option is to Restart the Process from the beginning.
When clicking Finish, the Project State will automatically change to Completed.
Cancel the Process
- Cancels all upcoming stages while keeping previously completed stages intact.
- Canceled stage becomes Active.
- When canceling the process, the Project State will automatically change to Canceled unless a different state is specified in the Canceled stage configuration.
Two options become available:
- Restart the Process – Restart from the first stage.
- Restart from Stage – Restart from the stage where the process was canceled.
Suspend the Process
- Works similarly to Cancel, but the project remains in a suspended state.
- When suspending the process, the Project State will automatically change to Suspended unless a different state is specified in the Suspended stage configuration.
When the stage is changed, the layout updates accordingly (if configured).
The Project State field in the Details section is linked to the current stage. Its value for each stage is configured in the Project Process page.
The process cannot be applied or changed for projects in bulk.
To change the assigned process for an entire project:
- Open Project Settings.
- Go to "Project Process".
- Select a new process.
When a new process is assigned, the project resets to the first stage of the new process.
When a project is cloned, the process restarts from the first stage. If the original project used an inactive process, the system applies the default process instead.
When the project stage changes, email notifications are sent to: Project Managers and users who have marked the project as a Favorite on condition that they have email notifications enabled.
Bulk Skip to Stage
The Bulk Skip to Stage action enables you to update the stage for multiple projects simultaneously from the Projects page.
The action appears on the Projects page in Table and Timeline views when at least one project is selected.
For non-admin users, this action is enabled only if all selected projects meet all of the following:
- All selected projects have the same Process set.
- This Process has no stages that require approval.
- You have Edit permission for all selected projects.
For Admin users, this action is enabled only if all selected projects meet both of the following:
- All selected projects have the same Process set.
- You have Edit permission for all selected projects.
If the required conditions are not met, Bulk Skip to Stage will be disabled, and a corresponding hint will be shown on hover.
To bulk skip projects to a specific stage, select one or more projects on the Projects page, then choose "Skip to Stage" from the toolbar.
Choose a target stage from the dropdown. The list includes all stages from the shared Process except Canceled and Suspended.
Confirm the change in the dialog. For one project, the dialog mentions how forward and backward moves will be applied. For multiple projects, the dialog shows the number of selected items and the same rules for forward or backward moves.
What happens after confirmation:
1. Projects already at the chosen stage are not changed. All current details stay as is.
2. Skipping forward:
- All skipped stages, including the current one, are marked Completed.
- Their Start and Finish Dates are set to the action date (the date you run Skip to Stage).
- Their Last Modified By is set to the user who performed the action.
- The new active stage gets Start Date = action date and Last Modified By = that user.
3. Skipping backward:
- All stages after the new stage are set to Not Started.
- The new active stage gets Start Date = action date, Finish Date cleared, and Last Modified By = that user.
4. If the project is in Canceled or Suspended:
- It is reset to the first stage, then moved to the chosen stage.
- The forward skip rules above apply.
Permissions Overview for Process Management
Process Management settings require the Administrate app permission.
For projects, the Edit permission for Projects is sufficient to perform any actions related to stages in the Process section (Manager access is not required).
Team members, viewers, and collaborators can only view the Process section in read-only mode.
Skip to Stage:
- Skipping to a stage with approvals requires Admin access.
- Skipping to a stage without approvals only requires Edit access.