FAQs

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Being invited to a process space by a BPM Manager makes you a Process User. This means you have basic Bpanda user permissions. You can see all valid processes in the process space.

A Process User can essentially

• Navigate in all valid process versions
• Search through and view valid process versions
• See versions which are released but not yet or no longer valid versions on the process page
• Mark processes as favorites for quick access
• Ask questions about processes
• Share processes or diagrams using a link
• Be invited to and participate in process reviews

Being assigned to a process by a Process Owner makes you a Process Participant that is directly affected by this process.

Users can be blocked from individual processes; these are then not visible for these users.

You can use the search to find a process in the process space or navigate to a process in the Process Map.

The search takes you directly to your search results. The Search in 'name of process space' input field is in the header of every page. Entering a search brings up a dynamic hit list.

The Process Map gives you an overview of the structure of the processes in the process space. Click on a process area in the Process Map on the start page and use the process space levels to navigate to the process you want. You are now on the process page and can navigate to the information you require.

You can click on  Add to 'Favorites' to add a process to your favorites so you can always directly navigate to it. Your Favorites can be accessed via the main menu on every page.

Being assigned to a process by a Process Owner makes you a Process Participant that is directly affected by this process. These processes are shown under Relevant Processes with I am Participant.

Process Participants are automatically informed about information relevant to their processes.

A Process Participant can

• See processes that were assigned to them under Relevant Processes
• Receive automatic notifications about their processes

Once you have opened a process, you can use the breadcrumb navigation to see how the process fits in to the process hierarchy, i.e. where your process area is in the Process Map.

Users can be blocked from individual processes; these are then not visible for these users.

Select the process you want to ask a question about. You can see previous questions and answers about a process in the Q&A tab on the process page. The number of previous answers is shown if any exist. Click on the icon to expand the answers.

To ask a new question, click on Add Question and enter the Question and Further Details in the dialog.

To answer a question, click on Answer now and add an answer.

Bpanda users can be assigned different roles. All users can see the valid version for every process and any released processes that do not have a valid version yet.

You can also see all other versions if you are Review Participant or Process Designer. Review Participants can e.g. see a process version that is not yet valid. Process Designer can edit drafts for these new process versions.

A BPM Manager assigns you to a process as Process Owner if you are responsible for this process.

A Process Owner can

• Assign other users as Process Owners
• Decide who can see certain processes
• Add and remove attachments (links, documents, video links) for processes
• See all versions of processes
• Control the release workflow, i.e. start the process review, specify Review Owners, rate the review and then release the process and publish it within a certain period of validity.
• Review the process and its elements based on risks and chances; they can also set regular controls for these

Process Collaborators are assigned to a process by the BPM Manager or Process Owner. Process Collaborators provide technical support for Process Owners.

Process Collaborators provide sufficient and accurate information about the process by adding attachments (links, documents, video links) to the process and keeping them up-to-date.

A Process Collaborator can assist the Process Owners by carrying out the following tasks

• Add and remove attachments (links, documents, video links) for processes
• See all versions of processes

As Process Owner, you can add users with various roles to a process.

• As Process Participants you can see the current valid version of the processes you were involved in under Relevant Processes and will automatically receive notifications about changes made. This makes it especially clear for Process Participantss to see which processes are relevant for them.

• Users who are Process Collaborators can see all versions of a process they were assigned to. They can see the processes under Relevant Processes and will automatically receive notifications about changes made. They can also add attachments.

As Process Owner, you can also add other Process Owners and block users for certain processes.

To add users with particular roles, select  Roles and Permissions on the process page. A dialog appears. Select whether you want to add Members or Groups. Activate the check boxes for the users or groups which should have the respective role added to them. Click on Apply Selection to add the video.

The Process Owner specifies a Review Owner when starting a review. They are the contact partner for all Review Participants and have all permissions for the review they are in charge of. The Review Owner prepares the Process Owner's decision about process version release.

Process versions can initially be made available in the process space in the following ways:

• Importing BPMN diagrams from any modeling tool as a BPMN file
• Uploading BPMN diagrams via plug-in from a modeling tool
• Creating drafts in Bpanda as process sketches (name, description), Happy Path (with lane assignment and automatic diagram creation) or process diagram (in the integrated Modeler) and submitting as process revision.

Drafts can only be created by Process Designers and BPM Managers.

As Process Owner, you are also responsible for updating processes. An updated process version (revision) is prepared when you want to update a process and the subsequent release workflow is then run through. Once it is completed, the process version is released and published with a period of validity.

The modified version of processes made in modeling tools is imported or loaded so that the process is kept up-to-date. Plug-ins ensure it is automatically assigned to the previous version.

As a Process Owner, you can set your process' visibility by blocking individual processes for certain users or groups. These processes can then not be seen by these users and groups.

Jump to the Manage tab on the process page and click on Add in the Blocked Users section. Activate the check box for all members or groups who shouldn't be able to see the process and confirm with Apply Selection.

Processes cannot be deleted or removed to retain revision safety. You can hide a process if you no longer want it to appear.

Related Topics

• Showing or Hiding Processes

A Process Owner and Process Collaborator can add documents of up to 50 MB in size to a process.

To open the dialog for adding a document, click on the process page in the Overview tab in the Attachments section on and then on .

A dialog appears where you can insert the video link in the URL field. To add the video link to the process, click on . The video appears in a list and you can add a Description to it. Click on Save to add the video.

You can remove the link in the same dialog by clicking on .

The link is created and appears in the Attachments section. You can open the description by clicking on.

The Process Owner is sent a notification six weeks before the published process becomes invalid. The information " The Version of your '{{name}}' Process will Expire" is also shown under  My Assignments.

If the validity has expired, then the information " The Version of your '{{name}}' Process has expired. Please Organize a New Process Version" is shown.

As Process Owner and Process Collaborator, you can add links to videos to a process so that e.g. all users can view an explanatory video.

To add a video link to a process, you require the link to the video that the respective video platform (YouTube or Vimeo) provides. Copy the video link there and copy it into the URL field.

To open the dialog for adding a video link, click on the process page in the Overview tab in the Attachments section on and then on .

A dialog appears where you can insert the video link in the URL field. To add the video link to the process, click on . The video appears in a list and you can add a Description to it. Click on Save to add the video.

You can remove the link in the same dialog by clicking on .

The link is created and appears in the Attachments section. You can open the description by clicking on.

A BPM Manager assigns the Process Designer a process space (and not a single process).

A Process Designer can

• Initially import processes and import them as updated process versions (revisions)
• Draft processes (as process sketches (name, description, possible attachments), Happy Path (task list with lane assignment and automatic diagram creation) or process diagram (in the integrated Modeler))
• Edit process versions created with the Modeler as drafts in the Modeler
• Submit process drafts as process revision
• See all versions of all processes

Process versions can initially be made available in the process space in the following ways:

• Importing BPMN diagrams from any modeling tool as a BPMN file
• Uploading BPMN diagrams via plug-in from a modeling tool
• Creating drafts in Bpanda as process sketches (name, description, possible attachments), Happy Path (task list with lane assignment and automatic diagram creation) or process diagram (in the integrated Modeler)) and submitting as process version.

Drafts can only be created by Process Designers and BPM Managers.

The modified version of processes made in modeling tools is imported or loaded so that the process is kept up-to-date. Plug-ins ensure it is automatically assigned to the previous version.

If the process version was created using the Modeler, then it can also be updated by the Process Designer in the Modeler and submitted as a new process revision.

The BPM Manager structures and publishes a company's processes in a Process Map and manages user roles and permissions together with the Process Owners.

The BPM Manager can

• Upload process maps so that you can view the process hierarchy of the process space and use it for navigation purposes

• Assign processes to process maps and link them with a selected form on the process map

• Initially import processes in the process space (or assign a process designer to do so)

• Upload updated process versions (revisions) in the process space (or assign the respective Process Owners or Process Designer)

• Assign roles to users and groups

A user can be assigned to one or more groups in the Bpanda account management.

As BPM Manager, you can assign the following roles to users or groups:

• BPM Manager in the Process Space
• Risk Manager in the Process Space
• Process Designer in the Process Space
• Process Owner of a process
• Process Collaborator of a process
• Process Participant of a process

You can also block users or groups for a process in Bpanda.

A Review Owner can

• Organize the review for a process revision

• Determine the Review Participants and further Review Owners for a review
• Send notifications about the review
• Participate in discussions about the review
• Make a decision about the result based on the ratings and feedback from Review Participants
• End the review and decide based on the result whether the process version should be approved or rejected

A release workflow must be carried out for a process before it can be published. This consists of the review (comments on the process and its elements as well as final evaluation), release approval for the revision and publishing of the process. A revision can also be rejected.

A release workflow needs to be imported as a special BPMN process for the process space to ensure consistency.