Once the blueprint of a Next Matter process is built with the editor, your colleagues can run the process infinite times to achieve your results.

Process vs. Instance

Starting an instance

Changing, renaming, stopping or deleting an instance

Working with an instance

Working with different lists


Mobile Access

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Process vs. Instance

Process = Blueprint of the process that you created (e.g. "Supplier Onboarding")

Instance = An executed real-life version of that process (e.g. "Onboarding of Sample Company")

This article covers instances.

Starting an instance

There are three ways to start a process manually within Next Matter.

  1. Use the Play Button on the page of the process

  2. Use the Play Button from the editor page

  3. Use the Next Matter Button in the top right corner of the page and select the process you want to start

Other ways to start an instance:

  1. API: Use our public API to trigger processes automatically based on events in third party systems (separate article)

  2. Email

  3. Batch Import

  4. From other Next Matter Process

  5. External Portal

The first two options are also available from the mobile version of Next Matter.

In order to start the process instance, you will need to provide at least a name for the instance by default.

The other fields name, deadline and tags are optional.

You can start the process with "Start process" or start another one immediately with "+ Add more"

For some processes it can be configured that the responsible of a step is selected at the start of the process. In that case an additional mandatory field shows up at the bottom of the screen.

You will be taken to the instance detail view, which will show the first step of the process, ready to be picked up by you or your colleagues.

Tip: You can expand the sidebar by clicking on the little arrow in the top left corner. That will make it easier for you to know where you are in the process.

Changing, renaming, stopping or deleting an instance

You can change the global instance setting even after the creation. Click the three dots in the top right corner and select "Edit instance".

In the following pop-up, you have the option to

  • rename the instance

  • change the priority

  • update the deadline

  • add or remove pre-defined tags

  • delete the instance entirely

If you just want to stop an instance at any point in the process, but still want to be able to look up any inputs to that point take the following action:

Navigate to the active instances list in the process or organization overview. If you highlight any instance, then you can see an X on the far right of the list, which allows you to stop the instance. This will move the instance to the completed instances view.

A confirmation pop-up will appear.

Important notes:

  • There is no way to restart a stopped instance

  • There is no way to restore a deleted instance

  • Only administrators, process leads and administrators have the right to stop or delete an instance

Working with an instance

Once the instance is created, all the steps inside it can be completed by individuals, teams or systems. Next Matter will automatically take care of activating the right steps at the right time and also inform anyone of required work with a notification.

  • Any step that is assigned directly to you will show up in your "Assigned to Me" step overview.

  • Team steps will show up in the inboxes for the respective teams and are split by

    • All

    • Assigned

    • Unassigned

  • Integration steps are completed automatically unless they fail. In that case, the integration step is either skipped automatically or escalated to the process lead so that they can step in and fix

Once you started working on your own steps or a team step you can save your progress by clicking save or completing it with complete.

Important note:

In general it is not possible to re-open a step that has been completed.

It is possible to edit some steps after it has been completed. These edits are local - any references to that step in subsequent steps that are already active will use data from the unedited version of the step.

Edits are available with the pen icon for steps that are not used for conditions later on in the process.

Working with different lists

Next Matter provides different lists to get access to your work.

It is possible to delegate active steps to an individual or back to a team from any of these lists

  • Assigned to me

  • Open Actions view for the organization or process

  • Team Inboxes

Simply click on the dropdown next to the current assignee and click on the right delegate. The new assignee or team will be notified immediately and the task will show up in their lists.


Each instance that you start will be executed from beginning to end based on the process version that was valid at the time of launch. That ensures that any updates/edits to the process that are made after the instance was started do not affect your running operations. It will be also archived that way and thereby be properly auditable.

Mobile Access

All functionalities are equally available on the mobile version of Next Matter in a mobile friendly layout.

Video Tour

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