Create an Instance

Creating an instance starts the lifecycle of a procedure execution. The creation wizard guides you through selecting a template, choosing a version, and configuring the instance.

Prerequisites

• You must have the Create Instance permission in your current tenant.
• At least one template with a published or approved version must exist.

Creation wizard

The instance creation wizard follows a four-step process:

Step 1: Select a template

1. Click Create Instance from the instance list or from a template’s version menu.
2. Browse the available templates.
3. Click on a template to select it.

The template list shows all templates you have access to, including their title and version information.

Step 2: Select a version

1. Review the available versions for the selected template.
2. Select a published or approved version.
3. Alternatively, check Create as ghost instance to create an instance without assigning a version yet.

Note

Ghost instances are instances created without a template version. They allow you to plan and schedule a procedure before the template is finalized. A version must be assigned before the instance can transition to Planned status.

Step 3: Configure the instance

Fill in the instance details:

Field	Required	Description
Title	Yes	A descriptive name for this execution (e.g., “Q4 Production Deployment”)
Owner	Yes	The user responsible for this instance. Click the search icon to find and select a user.
Coordinator	No	An optional coordinator who assists with planning and scheduling
System	No	The managed system this instance applies to. Required when transitioning to Planned.
Stage	No	The system stage (e.g., Production, Staging). Required when transitioning to Planned.

Tip

Dates (start date, due date, planned start/end times) are not set during creation. They are configured later when marking the instance as Planned, which reduces friction during the initial creation step.

Step 4: Review and create

1. Review the summary showing your selected template, version, and configuration.
2. Click Create to finalize.
3. You will be redirected to the new instance’s detail page.

What happens after creation

When an instance is created:

1. The instance is created in Draft status.
2. Steps are copied from the template version into the instance (if a version was selected).
3. Variables are copied with their default values. You can edit variable values on the instance detail page.
4. Team members from the template version are seeded into the instance team.
5. Notes from the template and template version are inherited by the instance.

Creating from a template version

You can bypass the first two wizard steps by creating an instance directly from a template version:

1. Navigate to the template detail page or version editor.
2. Click the Create Instance button on the approved version.
3. The wizard opens at Step 3 (Configure) with the template and version pre-selected.

Creating from the same version

From the instance list, you can create a new instance using the same template version as an existing instance:

1. Right-click on an instance (or use the three-dot menu).
2. Select Create from Same Version.
3. The wizard opens with the template and version pre-selected.

Cloning an instance

Cloning creates a copy of an existing instance:

1. Right-click on an instance (or use the three-dot menu).
2. Select Clone.
3. A new instance is created as a copy, including variable values and team assignments.
4. You are redirected to the new instance.

Ghost instances

Ghost instances allow early planning when the template version is not yet ready:

• Create without selecting a version.
• Configure title, owner, coordinator, and scheduling information.
• Later, assign a version using the Assign Version action from the instance list or detail page.

Once a version is assigned, the instance receives steps and can proceed through the normal lifecycle.

Post-creation workflow

After creating an instance, the typical workflow is:

1. Set variable values — Navigate to the Variables tab on the instance detail page and fill in actual values for all template variables.
2. Configure the team — Review and adjust team assignments on the Team tab.
3. Set dates and mark as Planned — When ready, use the Mark as Planned action to set the start date, due date, and planned execution window.
4. Start execution — When the planned time arrives, start the instance to begin executing steps.

Related topics

Instance Detail View and manage instance details after creation

Instance Team Configure who participates in the instance

Instance List Browse and manage all instances