How you get involved

Get to know notifications, tasks, attachments, reviews, jobs and risk management.

Notifications keep you up to date on process imports and on events for processes you have subscribed to, as well as on other relevant events.

Your tasks inform you about activities you need to carry out in Bpanda.

Attachments link a process on the process page with documents, videos and web addresses.

Reviews are a fundamental part of the approval process for new processes or process versions.

With jobs you bring your processes to life in everyday work and, together with all Process Participants, master the process steps in real time.

With risk management you can focus on the relevant levers in the process landscape of your company and make your processes better and safer.

Notifications

Notifications keep you up to date on process imports and on events for processes you have subscribed to, as well as on other relevant events.

Finding and managing notifications

You can always access your Notifications in the header. You are informed about the current number of unread notifications.

Every Process User can subscribe to Notifications for a process on the process page.

On the Notifications page you can view your messages in the Messages tab, filter them by category and delete them individually or all at once. In the Subscriptions tab you can call up the processes you have subscribed to.

Above the message list, filters restrict the display to the notifications in those categories in which notifications have arrived.

To display the processes you have subscribed to, select the Subscriptions tab on the Notifications page. Subscriptions can be ended here. Ended subscriptions remain permanently ended for that process. Subscriptions can become active again by subscribing manually. A subscription that has been ended cannot be reactivated automatically, for example by a change of role.

To mark all unread notifications as read, select ⋮ Mark all as read in the Messages tab. The markings are changed from unread to read.

To delete all read notifications, select ⋮ Delete all read notifications in the Messages tab. All read notifications are deleted without a confirmation prompt.

To delete all notifications, select ⋮ Delete all in the Messages tab. The notifications are deleted without a confirmation prompt.

To delete an individual notification, click Delete notification on the right in the notification row. The notification is deleted without a confirmation prompt.

To mark an individual notification as read, click Mark notification as read on the right in the notification row. The marking is changed to read.

Categories of notifications

You receive notifications in the following categories:

Attachment (for subscribed processes)

Discussion (exclusively for Review Owners and Review Participants)

Import (of any new processes)

Organization (e.g. role assignment within an organizational unit)

Personal (e.g. role assignment)

Process (e.g. publications, for subscribed processes)

Process Space (exclusively for BPM Managers and Designers)

Q&A (questions and answers, for subscribed processes as well as answers to your own questions)

Review (for Review Owners and Review Participants)

Suggestion (questions marked as improvement suggestions for subscribed processes as well as answers to your own suggestions)

When you receive an additional email

For certain notifications a prompt reaction is desirable.

For task-related notifications with a higher urgency you additionally receive an email within approx. five minutes (marked with [!] below).
If one of the listed notifications remains unread, you receive a single reminder by email at the end of the day about all unread notifications of that day.

Both types of email have the subject “Current activities in your Process Space ‘<Process Space>’” and the sender “noreply@Bpanda.com”.

You receive a corresponding email pointing to the relevant notification in the following roles:

Every user

Job that can be taken [!]
Assigned job of your own [!]
Start of a review and addition as Review Participant or Review Owner [!]
Subsequent addition as Review Participant
Role changes (Process Owner, Process Participant, Process Contributor, Designer, BPM Manager)
Role assignment for an organizational unit
Import of a new process
Error when importing a process
Adjustment of the validity of a process version
Publication of a process version
Addition of an attachment to a process
Answer to one of your own questions

Process Owners

Question about the process [!]
Expiring valid process version without a successor version
Hiding and showing your own processes

Review Owners

Notification from another Review Owner
Assessment or feedback submitted by a participant
Role change for your own review

Review Participants

Notification from the Review Owner [!]
Role change for your own review
Invitation to give feedback
Answer to your own feedback
Changes to the review (deadline, completion)

BPM Managers

Hiding and showing processes
Update of the organizational structure
Error when updating the organizational structure

Tasks

Your tasks inform you about activities you need to carry out.

Understanding tasks

You can access your tasks via the Current Tasks area on the Home page. The area shows you your current tasks; clicking the heading opens the My Tasks page with all tasks.

On the My Tasks page you can view your tasks. They are structured chronologically, provided that corresponding tasks exist: Today, This week, This month and Later. If you mark tasks, they are additionally listed in the Marked list at the top of the page.

With the filter you can restrict the display to the tasks of particular categories.

For a task, the following information appears in each entry: category symbol, task text, deadline note if applicable, Mark, Delete task if applicable.

Each entry is linked directly to the relevant element in the Process Space.

The categories and their symbols are described below.

The task texts are standardized and are listed individually below.

Certain tasks such as review, process validity or updating a risk analysis have a deadline date and show a deadline note (Overdue since {{Zeitraum}}) once it has passed. Tasks such as jobs only optionally have a deadline date. For an expiring process version, the remaining validity period is displayed.

To mark a task, click Mark on the right in the task row. The task is displayed in the Marked list. To remove the marking of a task, click Unmark.

Click Delete task on the right in the task row to flag it as deleted. The entry of the task is flagged as deleted irreversibly. The tasks are deleted irretrievably when you leave or refresh the page.

Categories of tasks

You receive tasks in the following categories:

Job

Complete job (recipients: Process Participants, link to the job)

Complete the job ‘{{name}}’

This task is finished as soon as the job has been completed or you currently have no responsibility for a process step of this job.
Take job (recipients: Process Participants, link to the job)

The job ‘{{name}}’ can be taken

This task is finished as soon as the current process step is assigned to another responsible person.

Review

Assess process (recipients: Review Participants, link to the review)

Submit your assessment in the review of process ‘{{title}}’ revision ‘{{revision}}’

This task is finished as soon as you have submitted an assessment for the review.
Complete review (recipients: Review Owners, link to the review)

Complete the review of process ‘{{title}}’ revision ‘{{revision}}’

This task is finished as soon as the review has been completed and a decision has been made.

Q&A

Answer question (recipients: Process Owners, Process Contributors, link to the Q&A of the process)

Answer the question ‘{{title}}’ about process ‘{{process}}’

This task is finished as soon as you have answered this question.

If the question has already been answered by another user or there is nothing to answer, you have to delete the task on the My Tasks page.

Process validity

Revise expiring version (recipients: Process Owners, Designers, link to the process)

The version of your process ‘{{name}}’ is expiring

This task is finished as soon as a successor version of this process has been published.
Revise expired version (recipients: Process Owners, Designers, link to the process)

The version of your process ‘{{name}}’ has expired. Please take care of a new process version

This task is finished as soon as a successor version of this process has been published.

Approval process

Start the approval process for a new revision (recipients: Process Owners, link to the process)

Start the approval process for revision ‘{{revision}}’ of process ‘{{process}}’

This task is finished as soon as the approval process for this revision has been started.
Create a review for a new revision (recipients: Process Owners, link to the process)

Create a review for revision ‘{{revision}}’ of process ‘{{process}}’

This task is finished as soon as a review for this revision has been created.
Publish revision (recipients: Process Owners, link to the process)

Publish revision ‘{{revision}}’ of process ‘{{process}}’

This task is finished as soon as the revision has been published.
Process feedback for a rejected review (recipients: Process Owners, Designers, link to the process)

Revise revision ‘{{revision}}’ of process ‘{{process}}’ in order to carry out another review

This task is finished as soon as a new revision of a process (with a negative review result) has been submitted.

Risk management

Carry out an initial risk analysis (recipients: Process Owners, Risk Managers, BPM Managers, link to the risk analysis of the process)

Carry out a risk analysis for process ‘{{process}}’

This task is finished as soon as the initial risk analysis has been started.
Update risk analysis (recipients: Process Owners, Risk Managers, BPM Managers, link to the risk analysis of the process)

Carry out a risk analysis for process ‘{{process}}’

This task is finished as soon as the update of the risk analysis has been started.

Attachments

Attachments link a process on the process page with documents, videos and web addresses.

As a Process Owner, Process Contributor or Designer you can add attachments to a process on the process page in the Overview tab in order to explain the sequences shown in the diagram and thus promote everyone’s understanding of the process.

In the List and Guide tabs, attachments can also be added to every process step.

Documents, links and videos can be linked as attachments.

The attachments are visible to everyone and can be used by everyone. PDF documents can be displayed in a preview dialog and downloaded. Documents in other formats can be downloaded. You can open links (web addresses) in the browser. You can play videos directly and enlarge the display to full screen.

To add attachments, as a Process Owner you select New Attachment. The respective symbols appear for the attachments.

Documents are selected via the standard Open dialog and can be up to 50 MB in size. You can change the file name to a document name via ⋮ and enter a description of the document.

Links (web addresses) are entered directly as a URL in a dialog and added. Afterwards they can be given a description via ⋮.

Videos from the video platforms YouTube and Vimeo can be linked. They are entered directly as a URL in a dialog and added. Afterwards they can be given a description via ⋮.

In each case select Add to add the selected attachment.

Reviews

Reviews are a fundamental part of the approval process for new processes or process versions.

Approval process

Processes do not apply automatically. Before being published, they are subject to an approval process which, as a matter of principle, also includes a review. As a Process Owner you can have processes examined by explicitly assigned Review Participants. You can designate a Review Owner who handles the approval process organizationally.

A review aims at the discussion and approval of a process revision. As a result, the review provides a recommendation for approval. Approved process versions are published by the Process Owner with a specific validity period.

An approval process must initially be imported for the Process Space as a special BPMN process in order to ensure a consistent procedure.

The basic elements of the approval process are the review (with the commenting of the process and its elements as well as the final assessment), the actual approval by authorizing the process version, and the subsequent publication of the process. Steps can also be skipped if necessary. In addition, the entire approval process can be discarded for a process or a process version (revision), for example because the version has become obsolete.

Review

After a process has been imported, the Process Owner is offered the start of the approval process on the process page.

To view the underlying approval process, select Show more. The approval process is displayed with its description and further details. You can navigate through the approval process.

A typical approval process begins with the review of a new process or a process revision.

First of all, the details of the review have to be entered in a dialog:

Description

Objective and focal points of the review, to give the Review Participants guidance.
End date

End date of the review, with one-click definition after 1, 2 or 4 weeks, without any automatic effect.
Participants

Participants are notified automatically. They can submit comments (feedback) on the overall process or on individual process elements and a final assessment of the process version (revision).
Review Owners

Definition of further Review Owners, if required.

Finally, the review is started. All Review Participants and Review Owners are automatically notified about the review.

The content of the review essentially consists of the commenting of the overall process or of process elements (feedback) and the final assessment.

The comments can be given labels, for example to point out a necessary decision or to highlight an improvement suggestion.

The assessment can be made in three variants.

Can be approved

This process version can be approved without conditions
Can be approved with conditions

The points raised in the discussion must be corrected before approval
Should not be approved

This process version should not be approved

Approval

A Review Owner completes the review after forming a judgement on the review result based on the feedback and the assessments of the Review Participants. By completing the review they decide immediately whether the process version is authorized or rejected.

If a process version (revision) is rejected, the deficiencies mentioned in the discussion must be eliminated in the process so that an improved process version can be imported and its approval process can then be started.

An authorized process version is normally published in the next step. The approval process may specify something else.

Publication

In the approval process, the publication of an authorized process version ensures that the process version is available as the valid process version in the Process Space for all Process Users during a period to be determined.

First of all, the details of the publication have to be entered in a wizard:

Validity period

The validity period determines when the process version is visible as the valid process version for all Process Users. If there are overlaps with the validity period of a previous version, you receive a message so that you can remove the overlap if necessary.
Change report

The change report describes the relevant changes of the process version for the Process Users.
Version number

The version number is displayed (together with the version label) below the name of the process version in the header of the process.
Version label (optional)

The version label is displayed (after the version number) below the name of the process version in the header of the process.
Publish process

The wizard summarizes the details of the publication. Select Publish process to publish the process version.

The process version will be visible as the valid process version for all Process Users during the specified validity period.

Jobs

With jobs you bring your processes to life in everyday work and, together with all Process Participants, master the process steps in real time.

Jobs bring processes to life. A job turns a published process into a series of activities that have to be carried out step by step by the respectively assigned employees. A job is the “routing slip” of a valid process, and it can be repeated as often as you like.

A wizard helps you to create a job from a process easily.

The activities can be assigned to individual employees or groups across the boundaries of areas of responsibility (lanes).

The deadline of a job determines the order in which the jobs are displayed to you.

Attachments and messages secure the information required for carrying out the job and its process steps to the required quality.

Comments and analyses support process improvement through the practical experience gained during implementation.

Overviews of the jobs assigned to you or your group and of the progress in carrying out the process steps make the practical implementation of the processes transparent.

Overview of your jobs

Process steps assigned to you in jobs are part of your tasks. The Home page shows them to you in the Current Tasks area.

In the main menu, Jobs takes you directly to the overview of the jobs assigned to you or your group for execution.

Here you can take jobs and start carrying them out.
To a new job with the job wizard

In principle, anyone can create a job for a valid process. A wizard supports you through the few steps. Only a few job details have to be defined, because the process steps are taken over from the process automatically. (When taking them over from the process, inclusive and event-based gateways, all event types other than messages as start and end events, as well as multiple start events are currently not supported.)
Job page: keeping an overview step by step

When you take a job or have created one, it is displayed on the job page. On the left-hand side, the job page offers the ⋮ submenu (with access to the job details, the attachments and the responsible persons), the job log and a message field, and on the right-hand side the checklist for the job and its graphical representation.

Here you start individual process steps that have been assigned to you, comment on them if necessary and finally complete them. For every process step, attachments or messages can be displayed that provide you with the necessary information.

In the overview, the process steps of jobs that concern several areas of responsibility (lanes) can also be assigned across areas. Parallel branches are taken into account as well.
Job analyses support process improvement

Carrying out the individual process steps in practice can bring new insights for improving the process. Perhaps certain process steps should be split up, or perhaps process steps should better be merged. Possibly something essential has been forgotten. Comments on omitted or additional process steps support the permanent improvement of the processes.

For BPM Managers, Process Owners and Designers an analysis of all jobs running in a particular period with an entered deadline is available, which evaluates among other things how many jobs were completed before or after the deadline and how long the throughput times were.

Risk management

With risk management you can focus on the relevant levers in the process landscape of your company and make your processes better and safer.

Purpose

Capturing chances and risks

Risk management in Bpanda deals with the identification of chances and risks within processes as well as with their control.

A risk is regarded as an event that may occur and that can have a negative effect on the process and/or its results.

A chance is regarded as an event that may occur and that can have a positive effect on the process and/or its results.

The controls ensure that you keep an eye on the currently relevant strengths and weaknesses in the process landscape.

What is risk management for?

Identifying chances and risks for the overall process and for individual process elements, e.g. through the use of new technologies or the implementation of standards and legal requirements
Assessing the identified risks and chances in a consistent and transparent way
Controlling the essential risks and chances in the process landscape of the company

Bpanda supports comprehensive and consistent documentation of process risks and chances as well as focused control of their development.

What does risk management in Bpanda offer?

The Process Owner can assess the process and its elements with regard to risks and chances as well as define their regular control, and thus always keeps an overview of the currently relevant strengths and weaknesses of the processes they are responsible for.
Via the dashboard, the Risk Manager gains a quick overview of all chances and risks.
Chances and risks are captured directly in the tool, as is their control. All persons involved can see the current status of the assessment of the chances and risks at any time.
The captured chances and risks are displayed on the process and on the process elements concerned with consistent symbols. On the one hand, this makes the overall evaluation of processes easier, and on the other hand it facilitates the targeted control of individual process elements.
The regular control of the essential chances and risks of processes by designated responsible persons supports a continuous examination of the currently relevant levers in the process landscape.

How you navigate to the risk management functions

Risk management

The Risk Management page is available to Risk Managers and BPM Managers and can be called up via the Risks menu item in the main menu. It provides access to the risk management information in the Process Space.

The page displays the wide-ranging information in tabs.

Dashboard

Shows cards and tiles with information about, among other things, the status of the risk analyses, risk relevance, the capture matrix, the risk categories and the status of the control assessment.
Control assessment

This tab provides information about the overall assessment, about controls without assessments and about the assessment criteria execution, design, effectiveness and appropriateness of the controls.
Comparison

Here you can carry out comparisons for different points in time across all risk analyses with regard to the capture matrix, the risk categories and the control assessments.
Templates

Templates for risks and chances simplify and standardize the capturing. Templates can be saved by the Process Owners or created here. They are available to the Process Owners when creating a risk analysis.

Process page

As a Process Owner you have access to the process-related risk management functions on the process page in the Risk Analyses section.

With the command ⋮ Analyze Risks you open the risk analysis of the process.

There, commands for capturing and editing risks or chances for the process and its elements are available. Templates can simplify the capturing.