Approval module for processes — How does it work?

• In the Spring Release 2021, Engage Process is launching the new process approval module which can be used for (selected) processes. This module is available for all Enterprise subscriptions. Naturally, the possibilities of the reporting module within the Modeler and Viewer (app) have been expanded so that simple overviews can be made of the approval status, the approval date, who has approved or must still approve, etc.
  
  Of course, all of this can be found in the different manuals for the modules. In addition, an instructional video and White Paper will be created which explain all the aspects of this module. For now we have created a document, in which we explain how to get started with approvals in each module. Click here for the document.

General

• The standard icons for the following process steps have been changed:
  • Positive stop: the red circle containing a white square is now a green circle with a white square. After all, we associate “positive” with the colour green and not or no longer with red.
  • Output of a sub-process, phase, service or process link: the red circle with a white slanted arrow is now a green circle with a white slanted arrow.
  • Process link: the white rectangle containing figures with some links of a chain at the top right is now a white circle containing some large chain links. These changes make it clearer that this concerns a link.
  • Milestone: the “tombstone” is now a red flag.
    
    
  Note!
  
  • This means that all processes will look differently after the release. This is also true for all shared and published processes.
  • Different icons can also now be found in the icon bar on the ‘Start’ tab in the Modeler.
  • Material created personally for the support of the users may need to be modified.
  
  Do you want to continue to use the current icons?
  Should you nevertheless want to continue to (temporarily) use the “old” icons, take the following steps:

• • Open the Admin Center (admincenter.engageprocess.com);
  • Click on ‘Icon style’ on the left;
  • Create a new style or change an existing style;
  • Click on the icon that you want to change and select the “old” icon from our icon library;
  • Open the Modeler;
  • Open a project;
  • On the ‘Start’ tab, click on the button ‘Icon style’ and select your own style (at the very bottom);
  • Repeat this for all projects as desired.

Security

• The requirements for a user’s password have been strengthened. A password must have at least one capital letter, one lowercase letter, one number and one punctuation mark.
• The minimum length for passwords can now be set in the Admin Center under ‘Security’. The minimum possible length is 8 characters and the maximum length is 36 characters.

Note!

• • The new password requirements apply for newly created users and when current users want to or must change their password.

Modeler

• The following standard project settings have been changed:
  • Zoom factor: 80% (was 100%). This affects the standard size of the icons;
  • Font size: 8 (was 10). This affects the standard size of the text within the process, such as the name of the process step. You can set/arrange these items yourself for each project since the previous release.
    
    Note!
    • This means that these new standard settings will be used for all new processes.
    • Material created personally for the support of the users may need to be modified.

• Within the properties window, the properties table and the mini properties window you will find the field ‘Type’. Here is the name of the type of process step, such as: Choice, Break, Manual and possibly any step types you have created. The contents of the drop-down menu are now sorted alphabetically.
  
  
• Templates which have been created in the Admin Center for the contents of the fields ‘Description’ and ‘Remarks’ will now be displayed alphabetically in the drop-down menu for these fields.
  
  
• In the window ‘Statistics’ (open via the ‘Analysis’ tab and the ‘Statistics’ button), the order and location of different information has been modified in order to enhance readability.
  
  
• In the ‘Properties table’ (open via the ‘Home’ tab and the ‘Properties’ button), the tab order of all tabs has been modified, except for the ‘Basic properties’ tab. On the other tabs, the ‘Name’ field is no longer included in the tab order in order to make the entry/modification of data faster and easier.
  
  
• After offering a process for publication in the Modeler, now a confirmation that the process has actually been offered appears on the screen. Previously there was no notification, and that caused doubt as to whether the task was conducted.
  
  
• On the ‘Collaboration’ tab in the Modeler, the name of the ‘Authorization’ button has been modified to ‘Folder/diagram authorization’ in order to indicate more clearly that the ‘Project authorization’ button can be used for arranging the authorization at a project level and the ‘Folder/diagram authorization’ button for arranging the authorization of the selected map or diagram in the ‘Project’ window.

Note!

• • Material created personally for the support of the users may need to be modified.
    
    
• In the last window of the dialogue for generating a process report in Word/PDF (via ‘File’ tab, the option ‘Print / Report’ and “Print report’) the layout has been modified with regards to the title page settings in order to make it more clear.

• • Material created personally for the support of the users may need to be modified.

• Reports which can be made by means of the ‘Cross References’ button on the ‘Reports’ tab can now also be done over a selection of processes instead of, by definition, all processes within the project.

• • Reports, such as a GDPR processing register, can (often) best be created from the Viewer (app). Here you will naturally find the published versions of the formally established/approved processes. Any shared (draft / in process) processes are not included here.

• When converting data in a brainstorm diagram to a process, the information can now also be placed in the ‘Notes’ field.

Modeler/Viewer (app)

•  When exporting responses (Modeler: via the ‘Comments’ tab and the ‘Export comments’ button), now the process name is also included.

• When exporting responses, now also the responses of multiple processes can be exported simultaneously.

• The result of the contents of a cross-report has been improved and no longer depends on process links being unfolded or folded.

Publisher

•  When linking documents to a figure on an overview, now multiple selections are also supported. You can use <Ctrl> and/or <Shift> to link multiple documents in one go.

• You can now link a new e-mail with a pre-populated e-mail address to a figure on an overview. You link a document to this figure with the URL “mailto: <e-mailadress>”, such as “mailto:sales@engageprocess.com”. When a user clicks on this figure on the overview in the Viewer (app), a new e-mail opens with the e-mail address ‘sales@engageprocess.com’ in the ‘To’ field.

Teamboard

• It is now possible to add a new view (for example, Kanban) to any type of existing board, no matter the template originally selected.
• When filtering, you can now also filter on ‘Yes/No’ fields.
• When filtering, you can now also filter on the contents of the field ‘Labels’.
• The behaviour of the search field at the top right is smarter; when a number is entered here, an automatic search on the ‘ID’ field is performed. This is the number of a work item or task.
• Work items of different views can be sorted on ‘date/time’ fields.
• When exporting to Excel, you can now opt to omit the standard column with ‘Type’, so whether it concerns a work item or task.

Admin Center

• The information which is stored about users has been expanded with a ‘Display name’. This is the name which will be displayed everywhere within the different modules. This is set up by default as <first name> + <last name>, but it can be modified. If Single Sign-On is used (only available within the Enterprise subscription), this information can be automatically included from the Active Directory.