ProcessPro

When sharing a process, value stream or managed document set how you would like the shared item to be displayed.

Configuration Settings for Quickview Links

This information can provide an overview of the potential financial implications, and resource allocations, for a process.

Time and Cost Analysis and Comparison

There are several types of notifications.  These can be seen via the notifications tile on the dashboard and on the left navigation screen.

Types of Notifications

Change your account password to something more secure, or reset it if you have forgotten your current password.

Reset your Login Password

This article also covers how to set up the Asana API key.

Set up Asana API Key

Switch the toggles on and off to change what is displayed and easily find a record.

Toggle Buttons on Summary Screens

On the summary screen you can filter the list of items to help narrow your search.

Filter and Search on Summary Screens

Adding or removing permissions can be applied to a single user or multiple users at once

Add or Remove User Permissions in Bulk

Manage the progress of feedback records by creating, and assigning tasks to users.

Assign a Task to a User from Feedback

Generate a report with all the overdue tasks within the company you are currently in. Send reminders or follow up notices for outstanding tasks.

Outstanding Tasks Report

Adding tasks provides a step by step guide on what needs to be done to complete an activity.

Add a Task

Publishing a managed document, process or value stream that requires multiple approvers with different approval levels.

Publish a Managed Document, Process or Value Stream with the Approval Request Workflow

Stakeholders can manage the processes, value streams, managed documents and attachments they are associated with. Informees are only informed.

Stakeholders and Informees

Associate nodes, notes and attachments to feedback to refine the comments provided in processes and value streams.

Mention Activities, Process Links, Decisions, Events, Notes and Attachments in Feedback

Change processes and value streams to private to restrict access.

Set a Process or Value Stream as Private

An explanation of what triggers, inputs and outputs are, and how to add them to a process.

Triggers, Inputs and Outputs Explained

Create a checklist to perform process steps when executing a process.  This article also covers how to set up the Smartsheet API key.

Export a Process to Smartsheet

Feedback is a valuable tool to communicate important information to improve, or add value, to a managed document, process or value stream.

Adding and Updating Feedback

Easily edit or delete your quickview within the item you no longer want users to access. Use the open icon to open the relevant quickview.

Editing Shared Processes, Value Streams and Managed Documents Quickviews

Printing processes and value streams can be done through the details page.

Print Processes and Value Streams

Roles can be embedded into activities and process link nodes to change the display of the map.

Display Embedded Role Maps With or Without Colours

View the financial implications, in terms of materials and time spent on activities, and the potential total cost for a process.

Enable Time and Cost Analysis Feature

Take a published item offline for a period of time. This allows for changes to be made and removes access to old information.

Take a Managed Document, Process or Value Stream Offline

As an approver, you have the ability to approve any changes requested.

Approve Publish Request for a Managed Document, Process or a Value Stream

How to decline a request to approve a managed document, process or value stream. What happens when a request is declined?

Decline Publish Request for a Managed Document, Process or a Value Stream

Provide a termination point inside a gateway using endpoints.

Set an Endpoint Inside a Gateway

Edit the information of a process, value stream or managed document: Change a title, objectives, tags and groups. 
Set as public or private, set business continuity classification, change review cycle…

Edit Information Button

Uploaded documents are a type of attachment that can be added to a process or value stream.

Upload a Document Attachment

Link attachments allow you to add a link to another website that is needed in a process or value stream.

Create a Link Attachment

Notes add additional information to an activity, process link, decision or event and can capture variations and exceptions.

Add a Note

Adding decisions in processes and value streams allows additional information to be gathered and alternatives assessed.

Add a Decision

Linked processes show the connections between processes and value streams. Setting progress allows other users to see the overall progress.

Add a Process Link

What is an activity? Learn how to add and edit activities and any attached items.

Add an Activity

Alternative paths in processes and value streams highlight areas where steps may need to be repeated.

Set Alternate Path (Loopback) Options

Add a new gateway, edit an existing gateway and remove a gateway. A gateway gets it's own swimlane.

Create, Edit and Delete a Gateway

Convert a process to a value stream or vice versa.

Convert Processes and Value Streams

When a managed document, process or value stream needs to be review, users receive a task that it is due for a review within 30 days.

Use Confirm Review to Publish a Managed Document, Process or Value Stream

Who is able to see a draft process, value stream or managed document before it is published in ProcessPro.

View Draft Processes, Value Streams or Managed Documents

You can add a link to a note that users can follow to see relevant processes, value streams, managed documents or attachments

Link a Process, Value Stream, Managed Document or an Attachment to a Note

Converting an activity into it's own process.

Convert an Activity to a Process

Navigate to linked processes/ value stream from the process details or a process map

Open a Linked Process/ Value Stream

Ask a user within your company to add details or additional information to a process activity

Request Activity Details from an Internal User

Request details from a person that does not have ProcessPro, or who is external to your organisation.

Request Activity Details from an External User

Display a consolidation of elapsed time on the process map

Display a Timeline for Activities/ Process Links/ Decisions/ Events

Publishing draft managed document, processes and value streams when approval is not required from other users.

Publish a Managed Document, Process or Value Stream without Approval Workflow

There are many different stakeholder types and one of these is the author.

What is an Author?

You can import processes from the global process library as a user.

Import a Process from the Global Library

Publishing processes to the process library from the actions menu.

Publish a Process to the Global Library

An explanation of the features on the process library.

Global Library Navigation

An explanation of the features on the tasks screen.

Tasks Navigation

An explanation of the features on the notifications summary screen.

Notifications Navigation

To change or reassign activity roles in a process or value stream.

Bulk Reassign Activity Roles

Activities, decisions, process links and events can be very similar to one another, so to save time you can create copies which can then be edited.

Duplicate a Node on the Process Map

Create a spreadsheet in Excel to use as a checklist of steps when executing a process.

Export a Process to Microsoft Excel

There are a number shortcuts in ProcessPro. The list below states what the keyboard shortcut is and the associated function.

Keyboard Shortcuts

Quickly and easily transfer information from Excel to ProcessPro using the template provided.

Import a Process from Microsoft Excel

This article also covers how to set up the Kantata API key.

Set up Kantata API Key

Delete or update activity tags within a process or value stream.

Tags on Activities/ Decisions/ Process Links/ Events

A list or summary of the recent changes to a process or value stream for stakeholders or users to see what changes have been made.

Summary of Changes for new Publish

Moving tasks, notes and attachments from one activity/decision/event to another within the same process or value stream.

Move Tasks, Notes and Attachments between Nodes

There are many icons in ProcessPro with different purposes and names. Below is an example of icons and a brief description of their purpose.

Icon Descriptions and Purposes

This section has instructions and an example, on embedding processes in different applications.

Embed ProcessPro into Other Applications

Use a button to fit your process or value stream map onto your screen to make all nodes visible without scrolling.

Zoom to Fit Maps

Select all available items in the diagram content menu to perform bulk actions.

Bulk Select All Nodes within a Process or Value Stream

Activities may be created but should be a task instead. You can convert an activity to a task on another activity in your current map.

Convert an Activity to a Task

Create tasks for a single activity by generating these with AI.

Generate Activity Tasks with AI

Add tasks, generated with AI, to multiple activities at a time.

Bulk Generate Tasks with AI

Complicated and detailed tasks may be better suited as activities. An option to convert a task to an activity is available.

Convert a Task to an Activity

See the total number of views by users on processes, value streams and managed documents.

View Counter on Processes, Value Streams and Managed Documents

Processes are developed in stages, each stage is represented by a different colour to highlight the progress of their development life-cycle

Process, Value Stream and Managed Document Statuses Explained

Create a complex search for items within ProcessPro using query structures and filters.

Enhanced Searching in ProcessPro

The review date of objects can be changed manually when the object has a status of draft or approval declined.

Change the Review Date

Use the configuration settings to set the view you want and create a quickview of the item you want to share with other users.

Create a Quickview to Share a Process, Value Stream or Managed Document

The right-hand diagram content menu and the left-hand navigation menu can be expanded and pinned or they can be collapsed (hidden). The right-hand diagram content menu can be expanded across…

Expand, Pin or Collapse the Navigation and the Diagram Content Menus

Activity numbers are automatically assigned based on where the activity appears in the process. This makes process maps easier to follow and helps users quickly understand the relationship between activities…

Numbering of Activities, Process Links, Events and Decisions

Drag and drop activities, process links and decisions into new positions.

Rearranging Activities, Process Links and Decisions

Understanding how to edit both the decision and any attached nodes once created.

Editing a Decision

Managed documents, processes and value streams sometimes need their owners and experts set to specific users.

Set a Primary Stakeholder

Branching allows users to connect activities, decision, process links and events to create a more complex process with alternative paths.

Creating Branches

Branches enable users to design more complicated processes, but as the process develops branches may need to be split apart.

Remove Activities and Process Links from a Branch

Extra swimlanes may need to be manually added to the map for easier reading of the process or value stream as a whole.

Add a New Swimlane

You can customize your map by moving items around the screen or by changing the actual order of the steps in your process.

Move Items on the Map Using Drag-and-Drop

If your map has become messy or difficult to read after moving items around, you can use the Reset button to tidy it up instantly.

Reset a Map to Default View

Expanding or collapsing the activity cards on the diagram content menu helps to reduce visual clutter and focus navigation.

Expand or Collapse the Cards on the Right-Hand Side Diagram Content Menu

This article explains what Processpro is and the key features.

What is ProcessPro?

Informees are found on a process, value stream and a managed document. These are the users that needs to be informed of important updates

Managing Informees

When you encounter an issue or error, our Support team might ask you to send a .HAR file

Understanding .HAR Files

James Ross

Hylet Pistorius

Angela Alberts

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Connect the tools your team already uses to bring data in.

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