Table of Contents

 

1 Application and Features

1.1 Administration

1.1.1 Master Data

1.1.1.1 Fields

1.1.1.1.1 Field types

1.1.1.2 Field groups

1.1.1.3 Roles

1.1.1.4 Process landscape

1.1.1.5 End2End processes

1.1.1.6 Countries

1.1.1.7 Location

1.1.1.8 Tags

1.1.2 Changes

1.1.2.1 All teams

1.1.2.2 Employees in processes

1.1.2.3 Employees in teams

1.1.3 Client

1.1.3.1 Settings

1.1.3.2 Count users

1.1.3.3 Permissions

1.2 Teams

1.2.1 Team member

1.2.2 Team leader

1.2.3 Team types

1.2.4 Permissions

1.3 Task Management

1.3.1 Tasks for me

1.3.2 Tasks from me

1.3.3 All tasks

1.3.4 Tasks involved

1.3.5 Completed tasks

1.3.6 Cards and dashboards

1.3.7 Create and edit new tasks

1.3.7.1 New tasks

1.3.7.2 New request

1.3.7.3 New approval

1.3.8 Tasks/Approvals/Surveys from processes

1.3.9 Conversation, files and checklist

1.3.9.1 Conversation

1.3.9.2 Files

1.3.9.3 Checklist

1.3.10 Filter

1.3.10.1 Due date

1.3.10.2 Types

1.3.10.3 Status

1.3.10.4 Assigned to

1.3.10.5 Assigned by

1.3.10.6 Teams

1.3.10.7 Processes

1.3.11 Group

1.3.11.1 Due date

1.3.11.2 Status

1.3.11.3 Assigned to

1.4 Processes

1.4.1 Process lists

1.4.1.1 My processes

1.4.1.2 Processes involved

1.4.1.3 All processes

1.4.1.4 Completed processes

1.4.2 Dashboard

1.4.2.1 Process instances

1.4.2.2 Process deviation (%)

1.4.3 Start new process

1.5 Process templates

1.5.1 Process templates

1.5.2 End2End processes

1.5.3 By responsible team

1.5.4 Create new process template

1.5.4.1 Steps

1.5.4.1.1 Task with data

1.5.4.1.2 Approval

1.5.4.1.3 Survey

1.5.4.1.4 Integration

1.5.4.2 Save process template

 


 

1 Application and Features

1.1 Administration

In administration, administrators can make various settings, edit master data and manage employees and teams. All individual functions are listed and described below.

1.1.1 Master Data

1.1.1.1 Fields

Fields are created quickly and easily. Processes need these fields so that your employees can enter specific information and guide them through the process. There are several types of fields that you can use for your processes.

Furthermore, fields can be created both in the administration and directly in the processes. If fields have already been entered, you can use them in any process.

1.1.1.1.1 Field types

Short text

A short text field is used if you want to limit the number of characters to a maximum. To do this, select “Create new field” and the field type “Short text”. You then define the field name and add a meaningful description. Now just “save” and you can use the field in any process.

Long text

The long text field has no limit on the number of characters. Otherwise, the creation is identical to that of the short text field.

Another option is to append texts in a long text field. In this way you can define a long text field across several tasks. When filling this field with information in the various tasks, the texts are appended to each other.

Number

You use the “Number” field type to request numbers in the process. Examples would be a field “sales” or “vacation days”. When creating this field, you can also specify the decimal places.

Date

The date field allows you to set a date from a calendar. You can include a time when creating fields if this is necessary for the respective use.

Choice

The field type “choice” is available in four different variations: “choice simple”, “choice simple with option”, “choice multiple” and “choice multiple with option”. You define the options in the associated field and add them.

“Simple choice” is intended so that the employee responsible for the process task can only make one selection. If you create this field with an option, the employee could define an additional selection directly in the task. The “multiple choice” works identically, with the additional option of making multiple selections.

Person

The person field type only requires a name and a description, but is extremely important for a dynamic course of processes. If you add a person field to a process step, you can use it in the following steps as an assignment in “Person / Team”. This means that your employees can dynamically determine who should get which task in ongoing processes.

The process initiator (person who starts the process) is available by default. If you enter “process initiator” in a person field, this person will be added automatically.

Rating

The field type “rating” enables your employees to assess a certain situation in the form of selectable stars. You define the number of stars to be assigned directly when creating this field type.

Hyperlink

With the “Hyperlink” you can include various links in a process. You only need to define a field name for this. In the ongoing process, the responsible persons can enter a link in this field and use it in the entire process.

Document

You use the “Document” field to upload, carry, edit and download documents in a process. You define the name of this field and add a description.

External Data

The connection to external data must be established by your IT beforehand. Once this has been done, you can call up data in this field type. An example would be an external data field that returns exchange rate and target currency amount when the currencies EUR, USD and a numerical value are entered.

Note: In addition to the “external data” field type, you can also insert an external service as an integration in a process.

Look up

With the new field type “Lookup” you can integrate contents from fields of one process into another process. First you select the process template to whose started processes the field “Lookup” should refer. Next you decide whether all processes or only the completed processes are to be considered. With “only completed processes” you can then again differentiate whether the completed processes must be successfully run through or whether it is also possible to look up processes that were terminated by approvals. The last step is the selection of the fields that the field “lookup” should provide. The contents of these fields are then displayed as the result.

Example:

Process template 2 should look up contents from process template 1. You create the “Lookup” field and select process template 1. Now you define which processes (all/only completed) from process template 1 should be looked up. The fields with contents defined afterwards are then retrieved from the processes.

If you have now started a process from process template 2 and the field “Lookup” is defined in one step, type in the name of the process you are looking for from process template 1, whose fields and contents you need. The search of the process works with autocomplete.

Location

With this field you can determine the current location in a process and open the map with the location in Bing Maps. You can also enter the coordinates of a location yourself.

1.1.1.1.2 Languages

In the dialogues for field creation and editing you can translate the contents of the fields at the top right. Click on the symbol and select the respective language. In the mirrored dialogue you can translate the individual contents.

1.1.1.2 Field groups

Create a new field group to combine fields. Give the field group a name (e.g. address) and a description. Then define the fields that belong to the field group. (e.g. street, house number, postcode, city) You can then use this field group in the Process Designer. In subsequent steps, you can define individual fields from the field group or the entire field group. In the tasks, the field group is displayed with the fields grouped together.

1.1.1.2 Roles

The platform offers some predefined standard roles in your client. If you want to add new roles, select “Create new role”. All you need is the role name.

Roles abstract the assignment of tasks – so tasks can not only be assigned to people, but also “functions” of the persons can be given. These are very important, especially in approvals and surveys, because you will then know in retrospect who decided what in which role.

Example: You get two approval tasks and have two different functions because you are in a project team in addition to your department team. To see immediately in which role you decided both approvals, simply use two different roles.

1.1.1.3 Process landscape

In the administration of the process landscape, you add new sections in which process creators can save process templates. This also makes it easier for you to search for templates, since you can find all the associated process templates for a department / functional unit. Give the rubric a name and description, select the category and define a sort.

1.1.1.4 End2End processes

To create a new rubric for the overview of the End2End processes, select “Create new End2End process”, give it a name and a description and define the sorting in which the rubric should be classified.

1.1.1.5 Countries

All countries are predefined.

1.1.1.6 Location

You create your company locations under the “locations”. For this you must enter the name (city), the abbreviation and the respective country. When all locations have been added, you can assign a location to your teams. It is also possible to automatically take time zones into account.

1.1.1.7 Tags

You have the possibility to create “grouped” and “simple” tags.

“Simple” tags can be created either in the administration or directly in the different tag fields by everyone. They have the form: #Tag.

“Grouped” tags, on the other hand, can only be created in the administration in order to enable a uniform structure. They have the form: #parentTag.childTag.

Example:

Processes, process templates, tasks, conversations and files often have interrelations.

In our example, a process template is used for customer orders from different customers. To make a connection between the processes, tasks, etc., use a grouped tag of the form #Customer.Siemens, #Customer.Daimler, etc.

The grouped tag is also very useful for setting priorities. Simply create #Priority.High, #Priority.Medium and #Priority.Low that your employees can use anywhere.

Note:

Tags cannot be deleted, as this would subsequently change completed processes, tasks, etc. However, you can deactivate tags so that they can no longer be used in the respective tag fields.

Create a new tag

To create a new tag, click on the button of the same name in the top bar. A dialog opens in which you enter the title of the desired tag. If you set the Tag type to “Grouped Tag”, the opened dialog expands. In the “text” field you assign the higher-level tag (#parentTag.childTag) and in the “subordinate tags” field the subordinate tags (#parentTag.childTag). Once you have entered the first “subordinate day”, either select the “Add” button or press Enter. Another field is added to define further subordinate tags. In the end, don’t forget to save.

1.1.1.8 External Services

With the function “external services” you create services to either visualize data from other applications in your processes or to use web services, for example to send e-mails. Currently the methods “Get” and “Post” are available.

a) General

Under “General” you give your external service a name and define the responsible team and location. You also define the usage. External services that only require one parameter to search for a data record can be used as a field in a process in addition to being integrated in an integration step. For this purpose, it is possible to use “Autocomplete” for the search. If an external service needs several parameters to query data, it can only be used in one integration.

If “Integration” and “Field” are deselected in use, the external service is automatically deactivated.

b) Request

In the request you must first insert the URL of the web service. Then you select the method required by the Web service. With the “Get” method you integrate data from a web service, with the “Post” method you send data to the web service. For example, you can integrate data from your ERP into a process or send e-mails directly from a process.

You can use web services with the content types “JSON” and “XML”.

In the section “Header” and “Query” you define which parameters should be used for the query. If the Web service requires multiple parameters, the external service can only be used as an integration. Furthermore, you can define parameters that are to be given as fixed values. (Example: Parameter timeZone = UTC)

To define these parameters, select “Add Header-Parameter” or “Add Query Parameters”. First decide how the parameter should be used. Most web services will require “normal” usage.

Example: Usage “Normal”

URL: https://test.com/test

Name (query parameter): “key”

Field mapping: “freely selectable”.

Usage: “Normal”

Result URL: https://test.com/test?key=value

If a user now fills out the defined field, this value is taken and inserted into the URL for the query.

Example: Usage “Format string”

URL: https://test.com/test

Name: “freely selectable”.

Field mapping: “freely selectable”.

Usage: “Format string”

Format string: $filter=id eq ‘{0}’.

Result URL: https://test.com/test?$filter=id eq ‘{0}’

The defined “format string” is appended to the URL in the correct form. In this case the respective ID is inserted into {0} and the corresponding data of this ID is queried.

Note: Here it makes sense to define an “Autocomplete” function so that the user can find and select the correct record. (see “Autocomplete”)

Example: Usage “URL”

URL: https://test.com/test

Name: “freely selectable”.

Field mapping: “freely selectable”.

Usage: “URL”

Result URL: https://test.com/test/items/{0}/

Select “URL” as usage if the entered value should be inserted at a certain position (here marked {0}) in the URL.

Authentication

We offer 3 different types of authentication. Some web services do not require authentication.

If a webservice requires “As user” authentication, you have to define the respective scopes.

If the authentication is to be done as an application, you need the “Client id” and the “Client secret” of the webservice.

c) Response

“Response” describes the response of the external service. So here you define which information the external service should generally provide and which should be used as return fields in an integration or as a field.

“Root object” defines whether the response is an object or an array. (First character “(” you have to choose “object”, first character “[” you have to choose array)

Now simply define the desired parameters, give meaningful display names (visible to the user) and select the parameter type. For example, if a parameter is of type object, you can assign further parameters to the object. With “Add main property” you add another parameter to the top level.

d) Autocomplete

With “Autocomplete” you provide your users with a very helpful way to find and select the right information. An example is a data record behind a material number. Without Autocomplete, the user has to know the complete material numbers. With Autocomplete, the user can find the correct data sets by name or by the beginning of the material number and select the correct data set.

The definition is identical to that of the “Request” and the “Response”.

The following example shows how it works:

A query parameter in “Autocomplete” is defined with the usage “Format string”. The “format string” is $filter=contains(name,'{0}’). This is appended to the URL. If a user now fills in the “Autocomplete” field in a task, the value is inserted in {0}. A result list appears (defined in “Response-Body” in “Autocomplete”) and the user can select the desired result. To retrieve the data of the selected data set, a unique identifier (usually ID) must be defined as “Key” in the response body of the Autocomplete. This “Key” is then used in the “Request” to retrieve the data.

In the “Request” you also select “Format string” for the query parameter. This could look like this: $filter=id eq ‘{0}’. The “Key” in the response body of the “Autocomplete” is taken and inserted at the position {0} in the “Format string” of the request. The “Response” then delivers all defined data.

1.1.2 Changes

1.1.2.1 All teams

In the “All teams” menu, administrators have an overview of all teams in the organization. You can create new teams, edit and delete existing teams.

1.1.2.2 Employees in processes

Employees come and leave a company. This must also be taken into account digitally in a simple manner. To be able to exchange employees in process templates quickly and easily, write the name of the employee in the field provided, select the respective step or the entire template and define an employee who should take over the tasks in the process.

1.1.2.3 Employees in teams

The same applies to employees who are in different teams. You can easily remove these from teams or replace them with other employees by selecting the respective teams and one of the two options.

1.1.3 Client

1.1.3.1 Settings

In the client settings, you can choose the client’s name and your individual company color. This is carried over into the entire application.

Furthermore, you establish the connection to your own data warehouse here. This allows you to retrieve all data from Evocom Productivity and prepare it in your database for reporting purposes.

1.1.3.2 Count users

To get an overview of how many internal and external employees use Evocom Productivity, a few key figures are listed here. In addition to the number of employees, the application also records the “traffic” regarding the number of task creators, the number of employees with assigned tasks and the number of employees who started processes. The “Mentioned” column shows the number of employees who participate in tasks through conversations. You can thus derive a certain degree of maturity with regard to digital working.

1.1.3.3 Permissions

In the permissions, you give Evocom Productivity permission to access your Azure AD. This is important for the “people picker” so that all employees of your company are automatically stored as users in Evocom Productivity.

On the other hand, you can grant permission here to display Planner tasks of your employees in the task management of Evocom Productivity. You can also activate and deactivate this function.

1.2 Teams

Teams are the foundation of Evocom Productivity. They consist of team leaders and team members, each with different permissions. This enables a simple but extremely effective authorization structure. We also differentiate between organizational and functional teams to cover the range of a company.

The administrator team plays a special role. Members of this team have access to the full functionality of the administration to make adjustments of any shape.

To create a team, go to the “Teams” menu and select “New”. You will find 3 different types of tasks that you can create directly in the respective team. Select “New Team” and fill in at least the mandatory fields. Don’t forget to save! Administrators can also create teams in administration.

Team members / team leaders are only created with the email address, since the application gets the name and profile picture from your Active Directory. (You must allow access to the Active Directory for this)

1.2.1 Team member

To add or remove team members, select “Edit Team”. The panel with all information about the team opens. Now you can add a new member with his email address, change the role or remove the member.

1.2.2 Team leader

Adding a team leader to a team works identically to that of the team member. All you have to do is change the role of the employee.

The team leader logically has a special function in a team. He controls his team, assigns tasks between his employees and coordinates all work through task management. In addition, requests and approvals are submitted to the team leader, who in turn accepts them and, if necessary, assigns them further.

1.2.3 Team types

Department

The department team is only intended for internal employees. External employees from other companies cannot be added here. The department team has a special function: If a task is assigned to an employee, the department team to which the employee belongs is automatically assigned. This ensures that tasks (also from a process) are visible in the team. So if the assigned employee is in vacation or is missing for various reasons, important tasks can still be processed.

Important: In the context of the team types, also take into account the point “Permissions”

Board

Build this team to make decisions from a selected group (the board members). If an approval task is given to the team, each member receives this task and must decide whether to approve or reject it.

Internal project team

An internal project team basically works like the art department team. However, the organizational role in the company of both teams is different. For example, internal project teams typically have a time limit.

Important: In the context of the team types, also take into account the point “Permissions”

External project team

An external project team is intended for people who are not directly associated with your company and therefore have limited access to your company platform.

1.2.4 Permissions

Generally for tasks:

A user sees a task when

  • he created it
  • it is assigned to him
  • it was originally assigned to him (and is now delegated)
  • he was mentioned in a conversation

 

Team members:

Tasks

  • See their tasks and those of the other team members (including team leaders!) and can edit them (only if they are in the same team and the task is assigned within this team)

Process tasks

  • See their personally assigned process tasks and those of their colleagues from the same team (including team leaders!). They can delegate and then process the tasks.
  • Can see and process all tasks in processes if they are in the responsible team of the process (integrated processes are excluded from this because they are independent and full-fledged processes and therefore have the same authorization structure with their own responsible team etc.)
  • Can only see and edit / submit their personally assigned tasks in processes, provided they are not in the team responsible for the process. However, you can see all the other tasks in the process and can start a conversation or add files, even if you cannot edit / submit these other tasks yourself.

Example: Person has individual tasks in a process and is not in the responsible team. This person can see all tasks from the process but can only edit / submit their own task. (People from the responsible team can see and process all tasks)

Additional information: External team members cannot create and edit teams!

 

Team leader (team type department) – authorization like team members plus …

Team leaders from departments also see tasks of their team members from other teams (regardless of the team type) and can edit them.

-> Example: Team member is in department team A and in the internal project team P. Team leader is only in department team A. However, he can see and work on the tasks of the team member from department team A and from the internal project team P.

Important: Team leaders of the team types internal / external project team and committee only have the authorization like team members

 

Brief description of the authorization structure:

Team members see all tasks of your team including the tasks of the team leader. This ensures the necessary transparency, which is essential in a modern work environment. In addition, an employee can see the workload of his colleagues in order to request help or offer help if necessary.

Team leaders (in department teams) see all tasks of your team members, which ensures the necessary transparency. If employees are not only in your supervisor’s team, but also in other teams, the team leader / supervisor also sees these tasks. This is because it is in the interests of the team leader to know exactly how busy their employees are. In this way, he can efficiently control and prioritize work at any time. The team leader of a department team also has organizational responsibility for his employees.

Authorization for process templates

Process templates can be created by any user. In addition, every user can start a process from a template.

To be able to edit / delete a process template, you have to be in the responsible team of the process template or have created the process yourself. All other users cannot edit / delete the respective process template!

Note:

It is advisable to think your teams through carefully as you influence the authorization structure. It is optimal here if each employee is only a member of a single organizational team / department (as it also corresponds to reality). All other teams in which this employee is involved should be of the “internal / external project team” type.

The reason for this can best be illustrated using an example:

If a process with different tasks is created and assigned to individual people, the platform ensures that the associated team (of the “department” type) is automatically taken along. If necessary, colleagues from the same team can do the work.

If a person is now represented in two department teams, the automatic assignment of the right team is no longer guaranteed one hundred percent. Project teams are not affected by this and are only assigned automatically if an employee is not in a department team.

1.3 Task Management

The Task Management is the tool for everyday work. All tasks (also from processes) are displayed, processed and completed here. With filtering, grouping and dashboards you always have an overview of all tasks.

The task cards show all relevant information at a glance. They also contain buttons that allow quick access to the conversation, files and checklist of a task. (see “Create and edit new tasks”)

Furthermore, all new events are displayed behind the notification icon. Click on the icon to open a panel. The listed events are linked and lead you to the respective location of the event.

1.3.1 Tasks for me

The “Tasks for me” menu shows all tasks that have been assigned to you. The default view is due / overdue and pending tasks

1.3.2 Tasks from me

The “Tasks from me” view gives you the opportunity to understand the tasks you have created. So, you always know which tasks your colleagues have to do for you.

1.3.3 All tasks

If you need an overview of all tasks to which you have access and are authorized, use the “All tasks” menu. With targeted filtering, grouping and the option to switch to the “Dashboard” view, you have full control at all times.

1.3.4 Tasks involved

The “Tasks involved” list only tasks in which you are not actively involved, but were mentioned in a conversation. This means that your colleagues can be sure of your help because you will not lose sight of these tasks.

1.3.5 Completed tasks

All completed tasks are moved to the “Completed tasks” menu. If you need information from a completed task afterwards, you can quickly find the relevant task here. The standard view is divided into three columns: early, on time, late.

1.3.6 Cards and dashboards

The map view is the default view of task management. You can use filters and groups to quickly find the tasks you want and use Kanban to change the status of the tasks or distribute them between employees.

The dashboard visualizes the number of tasks. Depending on the filtering / grouping, it is easy to see how the workload of individual employees or the team is in general. Select an area of ​​the diagram, you go directly to the map view and can make the desired changes to the individual tasks.

1.3.7 Create and edit new tasks

You create new tasks, approvals and requests using the “New” button. This is possible in all views of task management as well as in individual teams.

1.3.7.1 New tasks

If you want to create a new task, you have to fill in the following fields: The title of the task, to whom this task should be assigned (only person!) and the due date. All other fields are optional. With “Save & Close” you create the task.

1.3.7.2 New request

A new request requires a title, an assigned team and a target date until which a team leader should accept or reject the request. If an request is accepted, it becomes a task that the team leader assigns to one of his employees.

Files can also be added directly to the request.

1.3.7.3 New approval

Create a new approval by specifying a title, an assigned person and a due date. This approval can be assigned directly to a person or a team. If it is assigned to a team, the team leader is given approval.

Exception: If the team is of the “Board” type, the approval is presented to the entire team, who then have to decide on it.

1.3.8 Tasks/Approvals/Surveys from processes

There are 3 types of tasks that are used in process steps in a process template. Assigned persons for these tasks work here with fields that the process creator defines in the individual steps. They form the basis for smooth information gathering and distribution.

1.3.9 Conversation, files and checklist

In order to have all information on the spot, you can communicate directly in tasks, upload files or create checklists. In process tasks, the conversations and files are also aggregated into all tasks of the process. So, you always have all the information about a process.

1.3.9.1 Conversation

The conversation is simply structured. You select “Conversation” in a task and write your message in the space provided. This conversation can be answered directly or you can simply start a new one.

You can also use “Tags” directly by entering “#Tag….”.

1.3.9.2 Files

All added files are listed in the files. If you select “Add file”, a window opens and you can add your local files by drag & drop or traditionally with the “Open” button.

In the extended options “…” delete the respective file or add a description. In this description you can again use “Tags” by entering “#Tag….”.

1.3.9.3 Checklist

The checklist is a very useful tool for dividing larger tasks into smaller sub-tasks. To do this, create subtasks for yourself by selecting “New Checklist Object” and entering the title of the subtask.

However, you can also assign created subtasks to other people in the checklist. You simply enter the name of the person and the due date after selecting the advanced options “…” and “Create task”. This subtask is now linked to your task. When you open the subtask, you notice that it behaves exactly like all other tasks. The only difference is that no second checklist can be created.

With this function you can define smaller projects and process them in a structured way. The checklist is also useful in processes so that tasks can be flexibly generated from process tasks.

1.3.10 Filter

With the filter, you can display the tasks that are acutely relevant to you. This makes your search easier and helps you organize your work. The filter also works in conjunction with the dashboard!

1.3.10.1 Due date

The “Due date” filter differentiates between “Due and past due” and “Pending”. Example: If you want to know which tasks are pending in your team, select “All tasks” in the menu and set the filter to “Pending”.

1.3.10.2 Types

There are different types of tasks, which are listed and explained below.

Task

This filter shows all tasks and sub-tasks depending on which task menu you are currently in. Process tasks that have a separate filter are excluded from this.

Process task parent

If you filter by the “Process task parent” you will receive the superordinate task of a process task. A main process task only provides a summary of the actual process task.

Process task

The “Process Task” filtering shows you the tasks that were automatically generated from a process.

Process data subtask

“Process data subtasks” are tasks that were created and assigned in the checklist in a “process task”.

Approval parent

The  approval parent is the summary of a created permit with regard to its assigned persons. This gives you a quick overview of who has approved or declined an approval.

Approval

If you filter by “Approval”, you will receive all approvals to be processed.

Process approval parent

A “process approval parent” is identical to a simple approval parent. The only difference is that approval parent is created by a process.

Process approval

If you filter the “Process approvals” you will receive all approvals that come from a process.

Request

If you want to know which requests are still pending or have already been processed, filter for the “Request”.

Process survey parent

A “process survey parent” summarizes the result of a survey carried out by several people.

Process survey

The “process surveys” are the surveys to be processed that are used for processes.

1.3.10.3 Status

The statuses are: Not Started, On Hold, In Progress, Waiting For Someone, And Completed. Depending on the tasks that interest you, select your filter.

1.3.10.4 Assigned to

View the people who have been assigned a task by you. Tasks from processes that you have started are also taken into account with this filter.

1.3.10.5 Assigned by

You can use the “Assigned by” filter to granularly display the tasks that other people have assigned to you.

1.3.10.6 Teams

Select this filter if you are interested in tasks related to individual teams.

1.3.10.7 Processes

This very useful filter shows you all the tasks that were created from a process. This gives you an overview of which tasks have to be done in which process so that it can continue.

1.3.11 Group

To change the view of task management, you can set the following groupings.

1.3.11.1 Due date

The “Due Date” grouping shows two columns with the “Due and Overdue” and “Pending” groups.

1.3.11.2 Status

The status sorts tasks into the five columns “Not started”, “In progress”, “Completed”, “Waiting for someone” and “On hold”. You can drag and drop tasks into the different columns. (Exception are process tasks that cannot be moved to the “Completed” column. They have to be processed and submitted so that the process can continue)

1.3.11.3 Assigned to

Especially team leaders (but also for team members) can get a quick overview of the tasks of everyone in your team with this grouping. With drag & drop functionality, you can quickly distribute and monitor workload.

See also the dashboard in connection with this grouping.

1.4 Processes

All running process instances that were started from the templates are listed under “process”. The individual submenu items contain folders that bear the name of the process templates. The running process instances are hidden behind the folders in list form.

1.4.1 Process lists

The process list has nine standard columns: the process ID, the given name, the current progress, the current step in the process, created by (person who started the process), created on, planned end date, current end date and version of the process template.

When you select a process, you get to a tree overview (running process instance). Here you can see which steps have already been completed and which step the process is currently at.

You can also open individual steps to see the information and data of the steps / tasks.

1.4.1.1 My processes

Here you will find all processes that you started (when you are the creator). If you select a process template and fill out the start form, you will always be automatically directed to “My processes” and to the respective process folder.

1.4.1.2 Processes involved

The processes in which you have been assigned at least one task are listed under the processes involved. If you are mentioned in a task of a process, this process is also listed for the processes involved.

You will also find ongoing processes in which your team is responsible.

1.4.1.3 All processes

The submenu “All processes” lists all processes that you have started, assigned tasks or mentioned in a conversation. You will also find ongoing processes in which your team is responsible.

1.4.1.4 Completed processes

The completed processes archive all processes in which you have participated in any form. (see “My processes”, “Involved processes”, “All processes”)

1.4.2 Dashboard

The dashboard makes your everyday work easier by visually displaying the most important information of the individual processes. By linking to the processes in list form, you get directly to the places of the individual processes that are of particular interest to you.

The dashboard is available for the four process menus and is divided into “process instances” and “process deviation (%)”.

1.4.2.1 Process instances

The dashboard “Process Instances” shows all running processes aggregated in one bar. The name of the process template from which the process was started is on the x-axis. The y-axis shows the number of running processes from the respective template.

If you select a bar, you get to a second diagram that shows the individual steps in which the current processes of a template are located. If you now select a step, you will end up in a list that lists the processes that are in the same step. (Remember: Always from the same template!)

1.4.2.2 Process deviation (%)

To take a time reference into account, use the dashboard “Process deviation (%)”. This way you will not miss any delays in high-priority processes.

On the x-axis, the diagram shows the time delay / lead in percent. This is determined by the “current end date” and the “planned end date”. The number of processes is again on the y-axis.

The process templates (from which the individual processes were started) are listed with an associated color in the legend. This color can be found in the individual bars, depending on which process has which delay / which lead.

“Customer service” process example:

The process template is called “service desk”, where customer inquiries are processed. Now there are 8 running processes from this template. These 8 processes each have a different status and a deviation from the originally planned end date. So these 8 processes line up with the color of the service desk template in the bar, which corresponds to the delay / lead of the respective process. If several processes of the same template have the same deviation, they are aggregated in one bar.

If you are now interested in processes of a certain deviation, simply select the sub-area of ​​the respective bar. You can access these processes in list form and can view them individually.

1.4.3 Start new process

If you want to start a new process template, you can either look under the process templates or navigate to “Processes” (My, Participants, All, Completed) in a running process folder and click on “New”. The start form for the respective process opens and you can start it directly.

In the process template menus, you can start processes by selecting a process template. Here you can also edit process templates by clicking the “…” or select an old version.

Using the search above, you can quickly find the process template you need.

Note:

You can add files initially when you start a process. If there are pictures, you can optionally set them as “process picture”. This picture is then displayed next to the process name in the process list. (Helpful e.g. for complaint processes)

1.5 Process templates

The process templates contain different views for all templates that exist in your company. They are divided into a “process landscape”, “End2End processes”, “By team” and “Favorites”. In the “Favorites” menu you can store your favorite process templates by marking the asterisk next to the respective process template name. In the different menus you have the possibility to filter by location. (Not in the “Favorites” menu)

If you select the “New” button, you will be taken directly to the “Process Designer”. This enables you to easily create and publish process templates yourself and to make them available to the company.

1.5.1 Process landscape

The process landscape is divided into different organizational units / departments. So you can quickly find the process you need and want to start.

Example:

You want to start an “onboarding” process to hire an employee. Under the “Human Resources” department you will find all processes that the HR department is responsible for or that are associated with it. So choose the onboarding process, fill out the start form and submit it. The process has started and is processed by definition.

After the start you get to the submenu “My processes”, where you can follow the process.

If you want to change the names of the process landscape, look in “Process landscape” in the administration.

1.5.2 End2End processes

The End2End processes are process templates that run across departments. Often it is also those that were initiated by the customer and that deliver a result to the customer after the process has been completed.

These process templates will always appear in the “process landscape” and in “by responsible team”, because every! process must be assigned to a process type (process landscape) and a responsible team.

If you want to change the names of the End2End processes, look in “End2End processes” in the administration.

1.5.3 By responsible team

Here, all process templates are sorted in folders of their responsible teams. So, if you only know which team is responsible for the process template you need, you will quickly find it here.

1.5.4 Create new process template

To create a new process template, select “New” in one of the three submenus mentioned above. You get to the process designer and see a “start step”. Open it with the symbol “…”.

A first field is set by default: The “Title field” with the field settings “Required” and “Eponymous”.

Explanation:

A person who starts a process has to provide a title for the entire process. To ensure this, the title is an eponymous and required field.

This title is shown in the process list described above to distinguish the different processes from a process template.

In the start form, enter the fields that are absolutely! necessary for you to fulfill your work/tasks. So everybody, who wants to start your process, has to type in the information which you really need.

Example: Process template “Helpdesk” of IT

An employee has a technical problem and wants to request help from IT. For this he uses the process template “Helpdesk” of the same. If the start form now has no field that the employee can use to describe his problem, IT is lacking important information to solve the problem. Thus, IT should design their start form so that they get all the information they need for their work.

Note:

Fields that have already been maintained are offered in a drop-down list as soon as you enter the first letters. If this field has not yet been maintained, you can create it directly and do not have to go into “Administrations menu” to create the fields.

1.5.4.1 Steps

If you have configured the “start step” with the required fields, you can proceed to the actual process flow. There are four steps you can take to design all of your process templates. To do this, select the “+” symbol. These steps generate the various tasks for the assigned people / teams in the course of the process. The tasks are shown in the task management, but can also be opened directly in the current process tree of the respective process.

Note:

All steps can also be edited directly on the step card in the process tree. However, this is only possible for the title of the tasks, the duration and the assignment. In order to fully define steps, you must open the step using the “…” button on the step map.

1.5.4.1.1 Task with data

The “Tasks with data” step automatically creates a task that the person / team assigned in the step must process. To do this, the fields that were recorded in the step are displayed in the task. The assigned employee must fill in these fields to “submit” the task. The process runs after the “submission” in the next defined step.

Title / Duration / Description

The title and duration of a step are mandatory fields by default. In order to ensure measurability, planning and controllability, it is necessary to specify the duration as precisely as possible. It is also possible to set the duration to 0 days. The assigned person is shown the title in his or her task in the Task Management, why the title should be meaningful.

The description of the task is not a mandatory field, but it is highly advisable to formulate it as precisely as possible. You can store work instructions and important information for a task here.

Person or team

The field “Person or Team” determines the assignment of the process task. If you assign the task to a team, the team leader gets this task. If you type in a person into the field, they are given the task. Here, the organizational team of the respective person is automatically added.

Note:

There is also the possibility to add a person dynamically. Let us assume that a person field (see: field type “person” and “field / question and field setting”) was defined in a previous step. You can now use this person field in the subsequent steps in the assignment “Person or Team”.

Example:

The process of “vacation request” is very universal and hardly differs within the company. For this reason, the process template is used by all employees. However, this would not be possible if only clear people and teams could be assigned during the process creation.

For example, you define a person field in the start form, which must be filled in by the applicant (person who starts the process). In this case, the field is called “supervisor”. Now enter this person field in the next approval step in the assignment “Person or Team”.

If the applicant now fills out the start form with the name of his or her superior, he will be given an approval to approve the vacation request.

In this way, you can dynamize any process template if necessary.

Note:

The process initiator (person who starts the process) is available by default. If you enter “process initiator” in the person/team field, the process starting person will be added automatically.

Role

Some roles already exist in the application. To create new roles, simply write the role in the field and select “New role” (you can also create new roles in the administration under Roles).

Roles are important to understand the background with which a person is doing a task. Roles are also added to the respective processors when they complete approvals and surveys.

Outlook:

Roles are also an important element in terms of AI, as the platform will be able to work on tasks independently on this basis in the future.

New rules

You can influence the process flow with rules. It is often decided in the course of a process whether a task has to be processed or not. If you define a rule, the respective task will only be created and assigned if this rule also applies. Otherwise the respective step is skipped.

You can use rules on all field types. In this regard, the available fields, comparison operators and even (for selection fields) a dropdown list are offered to you. This greatly simplifies the rule definition.

Fields /question and field settings

Fields make it possible to query the information (that are necessary for the process) in a structured way. This avoids unnecessary queries and enables efficient work. If you add a field in one step / in the start form, you can use this field in the whole process.

Example process “Create account”:

An employee starts the “Create Account” process from IT department. For this he has to fill out the start form with his fields (name of the employee, department, required accounts, etc.). The assigned IT employee needs this information in order to fulfill his task of creating accounts. This means that the fields on the start form must also be created for this employee in the “Tasks with data” step (as “read-only”).

Add sections

Sections in the “Tasks with data” step have the function of structuring extensive tasks. You can give the individual sections names to give the assigned employee a better overview of his or her task.

For this reason, it is advisable to add sections and give meaningful names.

Furthermore, sections including their fields can be copied, deleted and moved in the order. To do this, use the icons to the right of the section names.

1.5.4.1.2 Approval

With an approval step, you request a decision from a defined person, the team leader of a team or a committee. The outcome of the approval (“Approve” / “Reject”) can lead to three different paths: the negative path, in which the process is finished or further steps can follow, the “undecided” path, which requires further steps in the event of a tie, or the main path if the approval is positive.

An approval step has another special feature:

If you have integrated a service / process into your overall process, you can use the approval to create a repeat loop of the integrated service / process. (see “Repetition of integrated processes”)

Title / Duration / Description

The title and duration are mandatory. The title should be as meaningful and the duration as precise as possible. It is also possible to set the duration to 0 days. In the description, you store general details that are important for the decision-maker.

Behaviour

With the “Behavior” setting, you specify what should happen if different people make different decisions.

There are 5 different ways to do this:

 

  1. First decision applies  The first person to make a decision wins and the process either runs in the negative path or, if the decision is positive, in the next step of the main path.

 

  1. Majority decision required  The majority decides whether approval is positive or negative. In the event of a tie, the process runs in the “undecided” path.

 

  1. Unanimity required  The decision must be made unanimously. If this is not done, the process runs in the “undecided” path.

 

  1. All decide – majority  All persons who have been assigned must make a decision. Even if it is already certain what the result of the approval will be. The result is a majority vote.

 

  1. All decide – unanimously  All persons who have been assigned must make a decision. Even if it is already certain what the result of the approval will be. Unanimity is required. If not, process will run into “undecided” path.

Note:

Decisions made in an initial approval can be viewed in the next approval. To do this, simply click the icon next to the “Approve” / “Reject” buttons in the approval task.

Person / team

Basically, the assignment of the approval task works like in the step “Task with data” (person or team). The difference is that you don’t necessarily have to define fields. You can assign approvals to several persons / teams using the “+ Add person or teams” button.

If approval is assigned to a “Board” team, each of those teams must decide on approval. If it is assigned to a team of a different team type, it is presented to the team leader of the respective team.

Note:

The process initiator (person who starts the process) is available by default. If you enter “process initiator” in the person/team field, the process starting person will be added automatically.

Role

The importance of the “role” is described in the paragraph role (task with data). It is useful in an approval so that you can easily see who is approving or rejecting an approval with which background.

New rules

Rules can be defined in an approval both at the person / team level and at the field level. If a rule does not apply at the person / team level, the approval of the respective person / team is not assigned. If the rule does not apply at the field level, the respective field is not displayed in the approval.

This has the advantage that information that is not required in the process is not requested.

Fields /question and field settings

See “Tasks with data – field / question and field setting”.

Add sections

If you want to add fields in an approval so that previous data is presented as the basis for the decision or the decision-maker(s) should enter additional information, you must add an “additional section”. You can then define fields as usual and make their settings.

A special feature in approvals (in surveys) is the rule definition at field level.

Add undecided path

If an approval is assigned to several persons / teams, this can be end in a draw depending on the behavior set. For this reason, a definition is necessary that determines the further course of the process.

To do this, select the “+” in the main line after the approval step and click on “Add undecided”. A new branch is created. You can then create the next steps as usual. If the “undecided path” leads to an “end”, add an “end step”. However, if this should lead back to the main line, link the “undecided path” again with the “+” to the respective position of the main line.

Note:

The “undecided path” cannot be linked to a position after a new approval step in the main line. This would inevitably lead to mistakes, since one could easily avoid important decisions.

1.5.4.1.3 Survey

With a survey, you obtain assessments of a given situation. These include, for example, market surveys, the benefits of a new product idea or sales forecasts.

The survey will be presented to the persons / teams who will then have to process them. Afterwards, the respective people can see the result of the survey.

Title / Duration / Description

See “Title / Duration / Description” in the “Task with data” step.

Person / team

See “Person / Team” in the “Approval” step.

Role

See “Role” in the “Task with data” step.

New rules

Rules behave in surveys as well as in approvals or tasks. The only difference is that you can also define rules in surveys at the section level.

To do this, create the necessary sections and click on “Add new rule” to the right of the section name. Depending on the rule definition, the sections including the fields are presented to the assigned people. If a rule does not apply, the respective section is not shown to the assigned people in the survey.

Fields /question and field settings

Creating and defining fields in surveys works like in “Field / Question and Field Settings” in the task with data.

An important difference, however, is that you can aggregate some field types in the result (with field type “Rating” and “Selection”). With a field of the type “number” you can also add up the sum and the average. If you aggregate the results, you can of course also display the individual values ​​(checkbox to the right of the “Aggregation” setting).

Add sections

See “Adding Sections” in the “Approval” step.

1.5.4.1.4 Integration

With an integration step, you can integrate all processes (services) and / or external services.

Own processes / services:

Many processes not only run internally, but also across departments. Now you would have the opportunity to define all tasks of such processes with the individual steps. However, it is unlikely that the process creator knows all the workflows of all departments down to the smallest detail. In addition, it is very complex if a process creator of a cross-departmental process would have to take up all changes to workflows in departments and adapt them in the process.

For this reason, Evocom Productivity offers the possibility of integrating all process templates in one process. In this way, departments can create their microprocesses (services) that can be integrated into the cross-departmental process. If the microprocess changes, it is automatically adjusted in the cross-departmental process.

Example:

A new employee is hired. To do this, the employee has to be recorded, the workplace prepared, training courses booked and accounts provided by IT department. In order to create an account, IT department needs some information. So they create a (micro)process that queries the necessary information in the start form and delivers the accounts as a result.

If you define an “onboarding” process, you can simply take the microprocess of IT and integrate it into your “onboarding” process. You only have to include the required fields of the microprocess in one step of your process. (See field mappings).

External services:

With external services, you form the interface between your applications (ERP, CRM, etc.) and the Evocom Productivity work platform. If you integrate an external ERP service, for example, you can feed data from this query and add it to a process. The other way round, data from a process can be returned to the respective ERP system.

These external services must be provided once by an IT specialist. However, the use of external services is identical to the integration and use of your own process / microprocess!

Selection of services

If you open the integration step, all process templates and external services are offered. You can also use various searches on the left or switch between a list view and a grid view. (top bar)

Once you have found the processes / external services to be integrated, select them and click on the “Select” button in the top left. You will be taken to the settings panel for the selected processes / services.

Field assignments

The field assignments define which fields in the main process should be transferred to the integrated process / service. Typically, the names of the fields are identical, but this does not have to be mandatory (depending on how you define your processes). A red warning triangle indicates that required fields for the integrated process / service are not defined in the main process. Either you create these fields in the right place in the main process or you change the field assignment with existing fields of the main process.

If mandatory fields in the start form of an integrated process (e.g. microprocessing of a department) are now changed by the responsible team, the main process automatically adjusts. The changed mandatory fields are therefore automatically added to the step of the main process, in which most of the mandatory fields of the start form of the integrated process are queried. In exceptional cases, if this is not the right step, you have to adapt the main process accordingly. For this purpose, the responsible team for the main process is assigned a system task that communicates the changes.

Example:

The above-mentioned “onboarding” process was defined and the (micro) process “activate account” of IT was integrated. Half a year later, new software was implemented, which changed the “activate account” process. IT department creates a new mandatory field in the start form.

If you start the IT process yourself, you must therefore fill in this new mandatory field.

If the (micro)process of IT is integrated in a main process and the mandatory field is added, this must also be added at one step in the main process. This is the only way for the IT department to get the information it needs to create the respective accounts. For this reason, Evocom Productivity takes the new mandatory field of the integrated (micro)process and inserts it at the step in the main process where most of the other mandatory fields of the (micro)process are also defined.

Attention:

If mandatory fields of an integrated (micro) process are deleted, the assigned fields in the main process are not deleted! This would potentially lead to errors. If these fields are no longer needed, they must be removed manually from the main process.

Process authorization

Integrated processes cannot be made visible to the process initiator (person who starts a process). When a process is running, it is therefore not possible for the process initiator to view the integrated process, its progress and data.

Repetition of integrated processes

You can go through (micro)processes that you have integrated into a main process repeatedly. The rule for this is determined by an approval step in the course of the integrated process. If the (micro)process is concluded positively (last step of the process submitted and thus ended), no repetition takes place. However, if the (micro) process is interrupted at one point by a decision, it will be run through again. When using the repetition function, you should make sure that the (micro)process is configured appropriately.

Example:

An End2End process “Idea to Product” qualifies new product ideas taking into account all factors, so that the respective idea is ultimately implemented or discarded in the course. As an example, a prototype must be designed and manufactured during the process.

The process for this prototype is outsourced in a (micro) process so that it can be integrated into the End2End process. At the end of the (micro)process is an approval step that checks whether the result is satisfactory.

Now integrate the (micro)process of the prototype and activate the “Repeat” setting. If the prototype is created but the approval of the prototype is refused, the (micro)process is repeated. As soon as the approval is accepted, the integrated (micro)process is exited and the next task of the End2End process is generated.

Rules

Rules for integrated (micro)processes behave identically to rules in the different step types (task with data, approval, survey).

In the “Field*” text field, select a field to be checked with a rule. A dropdown list shows all fields that were previously used in the process. The comparison operator defines the type of check (“equal”, “less”, “contains”. The comparison value is the value that is checked in relation to the “field *”. (For a field of the type “number”, the comparison operator “Is equal” and the comparison value “2” the rule applies if a 2 was entered in the “Number” field in the process before)

If you define a rule in “integration” step, the integrated (micro)process will only be started if this rule also applies. Otherwise the (micro)process is skipped.

Copy processes

You can copy integrated processes. This only makes sense if you change the field assignment of the incoming and outgoing fields between the copied (micro)processes.

Otherwise, both identical (micro)processes would be started with the same input fields. Thus, the people working in the (micro)process would deliver the same result.

Save

When you have defined your integrations, click on “Save” at the top left. Otherwise the changes are discarded.

1.5.4.2 Save process template

To save your process template, select the “Save” button at the top left. Then you have to provide a few details about the respective process:

a) Give your template a meaningful name so that it is clear company-wide what the process is for.

b) Determine the location of the team which is responsible for the process.

c) Define whether it is an End2End process. If not, you can leave the field blank.

d) Determine the process type: A process type refers to the organizational unit / departments. (The departments of the process landscape are listed in the field. If you select the process type “Development”, the process template is arranged in the department “Development” in the process landscape.

e) Define the team which is responsible for the process template. An onboarding process template is, for example, the responsibility of an organizational team from the HR department.

f) Write a detailed description of the process template. (Purpose, procedure, special features) Employees who later want to start a process from the template will find the description behind the “i” symbol next to the template name.

g) You can tag the process template in the “Tags” field. If you click on this tag, you will get to a result list of this tag, in which all tagged elements are listed.

Save as draft

You can save your created template as a draft if it is not complete yet. Templates saved as drafts cannot be started.

However, if the template was previously published, people can start this version.

Publish

If you have created your process template and want to make it available to your company, you can publish it. A version of the template is created and the process can be started in this version.

Settings

You have 4 setting options for usage of process templates. So you can use process templates only for integrations, only for starting processes or for both. You disable a process template by deselecting “Process can be started” and “Process can be integrated”.

With “Confidentiality” you set whether an assigned process template can be seen, delegated and thus edited by team members and team leaders. If confidentiality is activated, team members and team leaders also have no access to the running process.

Furthermore, you can define fields whose contents are displayed in individual columns in the process list (menu of running processes). For many processes, this enables a quick overview of important information about the individual processes. After creating columns, do not forget to publish the template or save it as a draft.