A process is a checklist that can serve as a step-by-step guide, onboarding resource, or quick-reference instruction to help standardize tasks and track technician workflow. Processes can be created at a global level to use as templates (for example, an onboarding process) or at a client level for specific tasks.
Since v2.41, a process works as a reusable template, and each time you use it, it becomes a run — the place where the actual work happens, with task assignments, due dates, priorities, and status tracking. The run mechanics are covered in detail in the Process Runs guide.
Processes let your team:
- Maintain a central repository of standard operating procedures, service guides, or general business processes.
- Relate and store processes directly on the item they were created for.
- Maintain technician task notes per step to track progress.
- Share real-time status reports with clients for transparency on task status.
Visit Process Runs and Global Process Templates for additional information on running processes and reusing templates.
Guides
This section covers how to create, edit, and manage processes at the individual client (space) level. For information on global processes, visit Global Process Templates.
Creating processes
Processes can be created by the editor role and above.
- Navigate to an individual client space → Processes tab on the left-hand menu. Only processes you have permission to view are visible.
- Click New Process in the top right, or the plus sign shown when hovering over Processes in the side panel.
- Choose how to create the process:
- Create a new, blank process from scratch, or
- Create one from an existing Global Process Template.
- Once created, name the process.
- Add a Description (optional) — click the Edit icon to the right of Process Description while inside the process.
- Add steps by clicking + Add Task. Give each task a title and write out the step instructions.
Editing processes
- Navigate to an individual client space → Processes tab, then click into an existing process.
- Add or edit tasks — click the Edit icon next to a task to edit it.
- To add a task, click + Add Task, name it, and add a task title.
- Click the green check to update the task before navigating away, or your changes won't save.
- To rename a process, click its name, make your change, and press return/enter to save.
Managing processes
Managing processes requires the editor role or above, though only admins and super admins have access to all management abilities. Within an individual process, use Duplicate, Create Global Template, or More Options in the top right. Available actions may depend on your role and include:
- Duplicate — clone the process.
- Make Global Template — convert the process to a global template, found in Admin → Process Templates.
- Favorite — add the process to My Favorites on your dashboard.
- Archive — move the process to the client's museum.
- Change Permissions — adjust group access (takes you to Admin → Groups) or block access for the current group.
- View Current Access — see which users currently have access to the process.
- Permanent Delete — permanently delete the process (admins and super admins only). After deleting, you return to the Processes table.
Tools
The sections below introduce additional tools and features associated with processes. Expand each for an overview.
Global process templates are processes you can reuse across multiple clients — onboarding procedures, SOPs, or general checklists. They're created and edited in the Hudu admin → Global Process Templates area, so creating or editing them requires the admin or super admin role.
Visit Global Process Templates for additional information.
The Process Completion table in Global → Processes shows processes across all of your clients. To filter the table by company, click Filter and select one or more companies.
Tasks can be assigned to individual users, with due dates and priorities, once a process becomes a run.
- A run must first be created from the parent process.
- On the right-hand side of a task, choose the technician to assign it to (optional), then click Save.
- Choose a due date, or leave it blank.
- Choose a priority level, or leave it blank.
Run tasks assigned to a user appear in their My Tasks widget on their Hudu dashboard. Only incomplete run tasks appear there.
Visit Process Runs for full details on creating and working through runs.
Passwords related to a process or run are grouped under their own Passwords heading in the Related Items panel, separate from other related records.
Runs can be shared with a public link that shows a real-time status report, keeping clients and department heads informed on task progress without needing a Hudu login.
- Sharing is opt-in. Every run is private by default and has no public link until sharing is turned on for that run.
- To share a run, open it and click Create Public Share next to Public Share Link in the right-hand panel, then copy the link that appears.
- Only users whose role or security group allows sharing will see the Create Public Share option.
Status reports show the run's status, its overall completion percentage, and each task's name with the date it was completed. They don't include task descriptions or notes.
Visit Process Runs for details on regenerating a link or making a run private again.
All processes and runs can be exported to printable versions, with or without task descriptions, so technicians can hand steps off directly to an end user or supervisor.
FAQ
A process is the reusable template — the checklist and its tasks. A run is a single instance of that process, where the actual work happens: you assign tasks, set due dates, complete steps, and track progress. Once a run starts, it does not change if the underlying process is edited later.
Processes created prior to Process Runs require a one-time conversion, which updates all processes across every company in the instance. A user with the editor role or higher can initiate it. If you have many processes or media-heavy content, run the conversion during a low-usage period.
Yes. An admin can create a record created/updated/deleted alert and select Processes only or All types of records as the record type. These alerts are sent by webhook only, and changes to runs don't trigger them. Visit Alerts for setup steps.
Troubleshooting
The My Tasks widget only shows incomplete run tasks. Confirm that the task is part of a run (not just the parent process), that it's assigned to you, and that it hasn't already been marked complete.