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How to migrate applications created before the Madere release

All running processes/applications currently in production will continue to run as before.

Nevertheless you will not be able to modify them further until you have migrated them to a project

Watch the webinar video showing a migration example (2011-09-07)

What does the Madere release mean?

RunMyProcess now includes the possibility to manage versions of an application, packaged within a project. Thanks to these new features, each application created can exist in multiple versions. You can now modify, develop and deploy new versions without interrupting the service for your end users.

More than just a cosmetic design change (although we like that too !) this release, brings with it a significant improvement in how applications are developed as well as other changes to improve usability and security.

Additionally we have added a great new feature to make it easier to securely connect your on-premise applications to the Cloud via RunMyProcess.

New sections to increase usability

For those who were using to RunMyProcess before Madere, here is a quick navigation renaming guide

  • Forms search -> Web interface reports
  • Share Process -> Projects
  • Service / Connectors -> My Connectors
  • User interface -> Web interface
  • Launched process -> Process reports


What is a project ?

A project is a coherent group of resources (web interfaces, custom lists, processes, connectors, reports) used to build an application.
It is the starting point of any development on RunMyProcess.
A project will allow you to manage the actual state of resources (test/live) and the different version of resources to be put into production.

Migration steps

There are four main steps to migrating your applications to Madere
1. Modify your current RunMyProcess Organisation
2. Create a project with Email Providers
3. Create a project for other common resources
4. Create a project for your application/process

First step : Modify your current RunMyProcess Organisation

Access rights are now given on each projet (and are valid for all resources of a specific project).
In a project, Lanes/Entities can have the following access rights :

  • USER

This is for the project. On an account level only two profiles are maintained :

  • ADMINISTRATOR : he has all rights
  • USER : he can be a Designer, a Supervisor or a User on any project, but he cannot administer the account.

So let's say that you had the following organization before :

We suggest that you build new lanes to manage access rights on each project you will build with RunMyProcess

  • First, create a father role for each project (ie application) so that if you create multiple applications with RunMyProcess, you will have a better
    view of who can do what on each application.

  • Secondly, create roles for the users who will have Designer access rights on your project and Supervisor access rights on your project

    NB : a given role (or entity) can have a DESIGNER and a SUPERVISOR and a USER access right on a given project

    Orga_after1 orga2
    Each project has its own DESIGNER and SUPERVISOR team The same DESIGNER and SUPERVISOR teams will be
    assigned to each project
  • Since access rights are assigned within each project, the previously used global "User and organization" authorized to launch a "web interface"
    (user interface) is disappearing. If you had previously authorized "User" to launch a "web interface", you must create a new role and add them
    to this role. This lane will have USER access rights (or/and SUPERVISOR if these users had previously a SUPERVISOR profile) in a project
    containing this "web interface".

Your web interface before


Add these users in Collaborator (USER ACCESS RIGHTS) role


To help you define the best organization, here is a summary of Access Rights by resource/action

  • Any project's resources : only DESIGNER of a project can create, read, modify, delete a resource of a project (except for report : see below).
  • Report : only DESIGNER and SUPERVISOR of a project can create, modify, delete a report of a project. USER can launch them.
  • Launch a process : only DESIGNER can launch process in test state, only USER can launch process in live state.
  • Launched process : only SUPERVISOR can delete or relaunch (ie. modify) a launched process. Put a version into production : only SUPERVISOR can put a version into production, not a DESIGNER.
  • Roles/Entities : roles/entities used in a project can only be modified by a DESIGNER and SUPERVISOR

Second step : Create a project with Email Providers

A resource can only be used in ONE project but a project can be included in another project. Therefore, we advise you to build separate projects for
common resources (email provider, connector, custom list, custom widget), that will be re-used by multiple projects (ie application).

  • Create a project and select a role that will have a DESIGNER Access Right on this project


  • Click on the Import button (top right)


  • Expand Provider list, select Email Provider and click on Import button. If you have multiple mail servers you can check them all. They will then be
    available in your project.


  • Click on Versions Tab of this project (and refresh icon) and you will see a Version in Production state has been automatically added (so as not to interrupt your current production).


    Nevertheless, we advise you to create a New version. Indeed once this project will be included in another project, it will use a given version of
    this project. If you happen to modify email Provider password (because you have changed it in Google for instance), you will have to create a
    new version of each project so as to choose the new version of My Email Provider project (with new password) which is not very convenient. In a
    future update, we will have an option when defining a version that will allow you to always use the last saved version of a resource (ie. there is
    no versioning)

  • Click on New version buttton, enter a name for your version "V2 - Always keep all resources updated", click on Resources tab


  • Check the box "Includes all resources" and "Always keep all resources updated": it will automatically include your current email providers ("column Included ?") and use the last revision of each provider ("column Keep updated ?")

  • Click on the Save icon and that's it!

Third step : Create a project for other common resources

  • As with the email provider, we advise you to create a project for each connector (webservices) provider : one project for one provider or one
    project for all providers depending of who is in charge of maintenance of these providers in your company. Importing a provider will automatically
    import all connectors for this provider.
    Please follow the second step to perform this operation. Nevertheless we advise you not to create a new version with option "Always keep all
    resources updated". Indeed with this option, whenever a connector is saved, all projects using this connector will use immediately new definition
    (cf. no versioning) which can be dangerous for your production's applications.

  • If you have other common resources (generic custom lists or web interfaces with type "Custom widget"), we advice you to create new projects
    for them. For custom lists, we advise you to create a new version with option "Always keep all resources updated" ; for web interface with
    type "Custom widget", it will depend of the type of functionality they are handling.

NB 1 : If you are importing an important number of resources to a project in one time, you will probably have a time out "pop up" windows. Don't
worry about it : your import will be handled successfully, you just have to wait a few minutes.

NB 2 : When you import a resource with a Live state to a project, it will be added to the current Live version of the project or if there is no Live
version, it will create a new version with a Live state. For this reason, you can import resources to a project one by one if you choose to do so.

Last step : Create a project for your application/process

Now that you have created all common projects, you can create a project for your application/process that you wish to transfer.

  • Create a project and select a lane that will have a DESIGNER Access Right on this project (see step 2)
  • Click on Include a project button (top left)


  • Select a previously created project and click on button "Ok"

  • Repeat the previous step for each needed project until you get this result

  • Now click on Access rights Tab

    • Define the roles/entities for the group DESIGNER Access rights by dragging and dropping these roles/entities from left area (Roles/Entities)
      to right area (Access rights type DESIGNER).
      * When you have created the project, you were asked to choose a role/entity with DESIGNER Access rights: now you can add others roles/entities if needed or modify your initial choice.
      * To delete a role/entity from right area, select it and use 'Delete' (or 'Fn'+'Backspace' on a Mac) on your keyboard.

      • Select SUPERVISOR Access rights (in the right area) and drag and drop these roles/entities from left area to right area
        Note : If your user profile was previously (ie. before Madere) SUPERVISOR, you must add all roles used by your application to the group SUPERVISOR Access rights


  • Select the Access Rights type for User in the drop-down menu and drag these roles/entities from the left area to the right area


Note: Access rights defined in a project do not modify the access rights define in included in a project within a project. The project included
within in another project does not inherit the rights of the parent project but retains the rights initially defined.

  • Click on the Versions Tab, then on the New version buttton and enter a name for your version "V1" and then save this version. This will
    automatically create a version with your two included projects.


  • Go back to the Versions Tab of your project by clicking on "My Vacation Request Project" link seen like this go_back and click on the "Refresh" icon : you will now see the newly created version.


  • Click on the Production radio button (corresponding to V1 version) and confirm that you want to pass this version to production

  • Now you can import all other resources needed to your project (Web interface, Process, specific Custom List, Web interface report and Process report) by clicking on the Import button (top left) as in step 2
    NB : If you were using custom lists to store data, don't forget to create immediately a new version with "Keep updated" option for these custom lists and put this version into production

That's it !

If you need any help, don't hesitate to contact us at support@runmyprocess.com