Getting to Know Reviews

Reviews are basic parts of the approval process for new processes or process versions.

Release Workflow

Processes are not necessarily applicable. They depend on a release process, which essentially also includes a Review. As Process Owner, you can review processes using explicitly-assigned Review Participants. You can specify a Review Owner to manage the release process.

A review is used to discuss and release a process revision. A review provides a release recommendation. Released process versions are published by Process Owners with a certain validity period.

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

The release process consists of review (comments on the process and its elements as well as final assessment), release approval for the process version and final publishing of the process. It is possible to skip steps if required. You can also discard the entire release process for a process or (revision)process version if e.g. the version has become obsolete.

Review

The Process Owner can start the release process on the process page once a process has been imported.

Click on Show More to view the basic release process. This then shows the release process along with a description and other details. You can then navigate through the release process.

A typical release process starts with the Review of a new process or process revision.

Information about the Review first needs to be created in a dialog:

  • (Nicht definierte Variable:messages.WIZARDS.REVIEW_WIZARD.DESCRIPTION)

    Aim of the review and main points to help the Review Participants

  • (Nicht definierte Variable:messages.WIZARDS.REVIEW_WIZARD.STEP_SET_END_DATE)

    Review end date; select 1, 2 or 4 weeks, without automatic effect.

  • Participants

    Participants are automatically notified. You can provide feedback about the entire process or individual process elements and then a final rating of the process version (revision).

  • (Nicht definierte Variable:messages.WIZARDS.REVIEW_WIZARD.REVIEW_OWNER)

    Set other Review Owners if required.

The review is then started. All Review Participants and Review Owners are automatically notified about the review.

Review content consists of feedback about the entire process or about process elements and the final assessment.

Labels can be added to comments e.g. to point out necessary decisions or highlight improvement suggestions.

There are three possible rating paths.

  •  Can be Approved

    This process version can be unconditionally approved

  •  Can be Conditionally Approved

    This process version can only be approved if the points raised in the discussion are corrected

  •  Should Not be Approved

    This process version should not be approved

Release

A Review Owner closes the review after assessing review results based on feedback and Review Participant ratings. Closing the review immediately approves or rejects the process version.

If a process version (revision) is rejected, faults have to be eliminated from the process and an improved process version imported and then a release process started for it.

The next step normally publishes an approved process version. The release process can specify something else.

Publishing

Publishing an approved process version within the release process ensures that the process version is available as a valid process version in the process space for all Process Users within a certain time frame.

Information about the publishing first needs to be created using a wizard:

  • (Nicht definierte Variable:messages.WIZARDS.PUBLISH_WIZARD.STEP_SET_DATES)

    The validity period determines when the process version can be seen by all Process Users as a valid process version. If this validity period overlaps a previous version, then a message appears to let you know you should remove this.

  • (Nicht definierte Variable:messages.WIZARDS.PUBLISH_WIZARD.CHANGE_SUMMARY)

    The change summary describes the relevant changes to the process version for all Process Users.

  • (Nicht definierte Variable:messages.WIZARDS.PUBLISH_WIZARD.STEP_VERSION_NUMBER)

    The version number (and version label) is shown below the name of the process version in the process' header.

  • (Nicht definierte Variable:messages.WIZARDS.PUBLISH_WIZARD.VERSION_LABEL)

    Version labels are shown (after the version number) below the name of the process version in the process' header.

  • (Nicht definierte Variable:messages.WIZARDS.PUBLISH_WIZARD.LINK)

    The wizard summarizes the publication information. Select (Nicht definierte Variable:messages.WIZARDS.PUBLISH_WIZARD.LINK) to publish the process version.

    The process version is visible for all Process Users as a valid process version within the given validity period.