Hudu’s Process Runs provide a more organized way to manage repeatable workflows, with improved reporting, subtasks, and clearer execution tracking.
Please note: Users with processes created prior to Process Runs must complete a one-time conversion. This updates all processes across all companies in the instance. Users with an Author role or higher can initiate the conversion.
If you have many processes or media-heavy content (photos, videos, etc.), run the conversion during a low-usage period.
Important: If your primary Hudu instance is updated to v2.41, users will need to update the mobile app to be able to access processes in the mobile app.
Understanding Processes and Runs
Processes and runs work together in the workflow system, but they serve different purposes.
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Process: A reusable workflow template
- Please see our article on Processes for more information
- Run: A working instance of that process
Key takeaway: Processes are never completed — only runs are.
Example: You might create a process called New Employee Onboarding. When a new hire joins, you create a run such as New Employee Onboarding – Jane, where tasks are completed.
Working with Processes and Runs
Use the sections below to learn how to create, run, and manage processes.
You can create a process in three ways:
- From a template: Go to Admin → Process Templates, or navigate to a company, open Processes, click New Process, and choose Use Template.
- From scratch: Navigate to a company, open Processes, click New Process, and choose Blank.
- By duplicating an existing process: Open the process, click the More menu, select Duplicate, enter a new name, and confirm.
Once created, a process becomes a reusable workflow you can run anytime.
You can start a run from:
- A process in a company
- Inside a process
- An asset
When starting from a process:
- Click New Run
- Enter a name
- Optionally assign it to an asset
- Click Save
When starting from an asset:
- Select the company process you want to use
- The run is automatically named process name - asset name
A run is where the actual work happens.
What carries over to runs:
- Related items
- Photos
- Files
These appear as Inherited from process.
You can add additional related items, photos, and files to a run, but inherited ones cannot be removed.
What does not carry over:
- Changes made to the process after the run starts
Once a run starts, it does not update if the process changes.
Run statuses:
- Not started
- In progress
- Completed
You can set:
- Priority
- Due dates
- Owners
Important rules:
- Subtasks do not automatically complete the main task
- Required subtasks must be completed first
- Run completion is based on main tasks
- From your dashboard by clicking assigned tasks
- From runs linked to an asset
- From the process runs list
Runs can be assigned during or after creation.
Key things to know:
- Assigning a run to an asset does not automatically manage related items
- Asset assignments and related items are intentionally separate
- You can manually link them if needed
When a process is linked to a knowledge base (KB) article, that relationship appears in the article’s Related Items section.
When a user starts a run, the run inherits the same related items as the process. However, inherited relationships from runs do not appear on the KB article.
This keeps Related Items clean and easy to navigate.
Example:
- The New Employee Onboarding process is linked to a KB article
- The KB article shows the process as a related item
- Each run inherits the KB article as a related item
- The KB article still shows only the process, regardless of how many runs exist
Processes can be edited, archived, or deleted.
Key behaviors:
- Editing a process does not affect existing runs
- Deleting a process deletes all associated runs
- Deleting a global process template does not remove processes created from it
- Archived processes cannot be used for new runs, but existing runs remain accessible