Understanding and Using Processes in Sentir

Overview

Processes transform repetitive work into structured, automated workflows that reduce manual effort and ensure consistency across your firm. Each process is a sequence of tasks that guides your team through a defined procedure and automatically generates next steps as work progresses. Processes can be attached to Entity, Deal, Service, and other record types, making them accessible wherever the relevant work occurs.

This article explains what processes are and how their components work, then covers how to start a process, view its progress, and complete process tasks. To learn more about the Add Work action, see Using Add Work in Sentir.

• Understanding Processes
  • Process Stages
  • Process Tasks
    • Outcomes
    • Actions
    • Checklist Items
• Starting a Process
  • From a Record
  • Via Global Actions or the Home Page
• Viewing Processes
  • From a Record
  • From the Work Page
• Completing a Process Task
  • From the Home Page
  • From the Process Record
  • From the Task Record Page
• Previewing an Active Form

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Understanding Processes

A process runs a scenario with predefined logic. It's the right choice when the steps are known in advance: an account opening, a KYC review, a structured onboarding sequence. When a process starts, Sentir automatically generates all of its tasks with predefined assignments, due dates, and dependencies, eliminating the need to manually track each step.

Processes can sit inside a Project or run on their own. A Project is a flexible container for larger, less predictable engagements that require multiple processes across different phases. For more on when to use one versus the other, see Using Projects in Sentir.

Process Stages

Every process has an overall stage that reflects its position in the workflow. For example, Not Started, In Progress, or Closed. This stage operates independently of the stages on individual tasks within the process. It typically remains in progress while your team works through the underlying tasks, and transitions to Closed when the final task is completed. Stage changes can also be triggered automatically by task actions as work progresses.

Process Tasks

Tasks are the core steps in a process. Each task can include settings that control its assignment, due date, and initial status. Rather than all tasks appearing at once when a process starts, some tasks are suppressed at launch and are created only when triggered by a preceding task's completion.

Three components of process tasks directly affect your experience when completing them:

Outcomes

Outcomes provide answers to each task and create decision-tree logic within the process. When completing a task, you may be prompted to select an outcome that reflects what happened, such as Meeting confirmed or Unable to reach. The outcome you select determines which task comes next in the process, so the workflow adapts to real-world scenarios.

Actions

Actions are automated next steps that occur when a task is marked as complete. These occur in the background, depending on the task's configuration. Actions can include creating a new task within the process, starting a new process, changing the process stage, creating a service, or setting a service or lifecycle stage on the related record. You don't need to trigger actions manually; they run automatically when the task closes.

Checklist Items

Tasks often represent more than a single step. A Checklist on a task breaks it into individual items that can each be checked off. Checklist items are either manual (checked off by you) or automatic (marked complete when specific criteria are met elsewhere in Sentir).

The Checklist component appears in the right sidebar of the Task record. When you click Mark as Complete on a task, the checklist reappears so you can check any remaining items before finalizing. Required checklist items must be checked before the task can be completed. Once a task is marked complete, the checklist cannot be modified. To learn more about working with Checklists, see Using Tasks in Sentir.

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Starting a Process

Processes are kicked off via the Add Work action. The process types available to you are configured by your administrator and reflect your firm's specific workflows. Where you initiate the Add Work action determines which process templates are available and whether the work is automatically linked to a record.

For a full overview of the Add Work window, see Using Add Work in Sentir.

From a Record

Starting a process from an Entity, Service, Deal, or Project record automatically links it to the related entity. Record-specific process templates are available here.

1. Navigate to the record where you want to create the process.
2. Click the Add Work button in the record header.

3. In the Add Work window, select a process template from the left panel. Templates are organized by group and indicated by a light green notepad icon. If you don't see a suitable template, your administrator may not have configured one for this record type.

   

4. Review the process details in the right panel. You can edit the process name and description, change the assignee, and select a due date. If the process template has an Active Form configured for its first task, the Launch Tasks component includes an Active Form option. See Previewing an Active Form for more information.

5. Click Create. The process starts, and Sentir automatically generates its tasks with their predefined assignments and due dates.

   

Please note: If you need to start multiple instances of the same process (for example, opening several accounts simultaneously), switch to Multiple items mode using the toggle at the top of the Add Work window and stage the template the required number of times. For more, see Using Add Work in Sentir.

Via Global Actions or the Home Page

You can also start a process from the Global Actions menu or the Home page. Process templates configured for Global Actions appear in the left panel of the Add Work window; record-specific templates do not. Processes started from a global context are intentionally standalone, meaning they're not linked to any Entity, Deal, or Service record. Use this path for personal, firm-level, or administrative processes that aren't tied to a specific client or record.

To create a standalone process:

1. Click the Global Actions icon (the plus icon) in the top navigation bar and select Add Work. Alternatively, click the Add Work button on the Home page.

   

2. Select a process template from the left panel. If you don't see any processes listed, this likely means your administrator has not configured any of your firm's process types to be available in a global context.

3. In the right panel, fill in the process details.

   

4. Click Create. The Process record opens in a new tab.

Please note: Because standalone processes have no related entity, the Related Client field and the Related To section on the Process record remain blank.

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Viewing Processes

Processes can be viewed from the record they're attached to, or from the Work page for a firm-wide view.

From a Record

1. Open the Entity, Deal, Service, or Project record the process is related to.

2. Click the Records tab.

   

3. In the left navigation rail, under Work, select Processes.

   

4. Click a process name to open the record in a new subtab.
5. You can also click the caret on the process's row and select from the following actions:
   • Add Work
   • Cancel Process
   • Change Owner
   • Edit

   • Delete

     

The process record provides a full view of the workflow and includes the following tabs:

• Overview — Key fields (Owner, Stage, Started Date, Due Date, and related entity), an Open Tasks component showing active tasks as cards, and a Notes component.
• Tasks — A sortable table of all tasks in the process, showing Subject, Status, Due Date, Assigned To, and Description.
• Timeline — A chronological view of activity on the process, with upcoming and past tasks grouped by date. Use the Jump to Date button to navigate to a specific date, or the filter icon to show or hide task types.
• Details — Full record fields organized into sections: Basics (Process Name, Stage, Related Client, Owner), Description, Key Dates, Related To, Performance, and System Information.
• Documents — Notes and Files sections for documentation and attachments related to the process.
• History — A change log viewable as Stage History (when the process moved through stages) or Field History (individual field changes, including old value, new value, who made the change, and when).

From the Work Page

To view processes across your organization, click the Navigation Menu and select Work.

On the Work page, click the page view selector and search for Processes. You can select different statuses under views such as My Processes, Processes in My Division, or All Processes. Standalone processes started via Global Actions or the Home page always appear in the All Processes view; whether they appear in other views depends on who the process is assigned to.

Once you've selected a Processes view, you can change how the list is displayed using the Switch View icon in the toolbar.

Three views are available:

• List: A tabular view of processes. Columns include Subject, Related To, Status, Due Date, and Owner. Sort by any column and use the search bar to filter by name.
• Card: Processes displayed as individual cards, each showing Status, Started, and Due date at a glance.
• Calendar: Processes displayed on a date grid, showing where work lands over time.

To learn more about these views, see Understanding List Views in Sentir.

From the work page, you can click the caret on a process's row to edit or delete it.

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Completing a Process Task

Process tasks can be completed from multiple locations in Sentir. This flexibility lets you work in whatever context suits your current focus.

From the Home Page

Process tasks assigned to you are displayed on the Home page via the At A Glance component, which shows counts of Overdue Tasks and Tasks Due Soon.

1. On the Home page, click the Overdue Tasks or Tasks Due Soon pill in the At A Glance component.

   

2. A window opens showing a list of tasks with Subject, Due Date, Status, and Owner. Click the hyperlinked name of a task to open its record.

   

3. In the Task record header, click the Mark as Complete button in the button bar.

   

4. In the Mark as Complete window, you can review and check off any remaining Checklist items, complete any available Deliverables, fill out the task's Active Form, and, if prompted, select the appropriate task outcome.

   

5. Log any time spent on the task if your firm uses time tracking.

6. Click Finish to complete the task.

   

The task is marked as complete, and the completion information is recorded on the Task record, creating an audit trail.

From the Process Record

The Process record's Overview tab includes an Open Tasks component showing active tasks as cards. Depending on your permissions, you may only be able to complete tasks assigned to you.

1. Open the Process record. On the Overview tab, locate the task card in the Open Tasks component and click its caret.

2. Select Complete Task from the drop-down menu.

   

3. In the Mark as Complete window, you can review and check off any remaining Checklist items, complete any available Deliverables, fill out the task's Active Form, and, if prompted, select the appropriate task outcome.
4. Log any time spent on the task if your firm uses time tracking.
5. Click Finish to finalize.

From the Task Record Page

You can also complete a process task directly from its record page. Access the Task record by clicking its name from the Tasks tab of a Process record, from the Work page, or by searching for it in Sentir.

1. Open the Task record.
2. Click the Mark as Complete button in the button bar.
3. In the Mark as Complete window, you can review and check off any remaining Checklist items, complete any available Deliverables, fill out the task's Active Form, and, if prompted, select the appropriate task outcome.
4. Log any time spent on the task if your firm uses time tracking.

5. Click Finish to finalize.

   

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Previewing an Active Form

When you select a process template in the Add Work window, the right panel shows the process details, including a Launch Tasks component listing the task(s) that will be created when the process launches. If a launch task has an Active Form configured, an Active Form option appears at the top of the Launch Tasks component. Click Active Form to preview the form fields before creating the work.