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Chapter 11 – ProcessManager

ProcessManager Logo

See What is ProcessManager? video tutorial.

See How to Setup ProcessManager video tutorial.

Goto ProcessManager website.

11.1 – What is ProcessManager?

ProcessManager is a web based solution that helps organizations be more productive and efficient in developing, documenting and communicating business process improvements. It is designed for companies that need to manage and control process documentation and process change. Through its online repository, ProcessManager stores, manages and distributes all process initiative information. ProcessManager provides 1024 bit security to protect vital data, a complete revision history and detailed audit trail, and user defined approval process.

Key Benefits:

  • ProcessManager’s setup requires no product installed on a computer. Account and workflow setup can be literally accomplished in minutes.
  • Maintain and manage process models in a central repository. Data is widely accessible but secure.
  • Ensure accurate document history and roll-back capability.
  • Reuse organization elements across multiple models. Build consistent models and speed development.
  • SecureApprove automates review and approval process. See the status of each review, approval and final signoff.
  • Manage supporting process documentation, such as Microsoft® Office files, in the ProcessManager repository.
  • Monitor work in progress and obtain e-mail notifications when documents are modified.

11.2 – Getting Started

ProcessManager provides two types of access to the users.

1. Admin User

2. Normal Users

Admin users can add normal users, put policies in place for normal users, reset passwords, grant admin rights etc. Admin user can also upload models and files, setup folder policies and access.

Normal users can upload models and files setup access for other users and assign approvers.

11.2.1 – Sign In & Overview

Sign In

1. Goto ProcessManager website.

2. Enter the User ID provided by ProcessModel or system administrator.

3. Enter the Password provided by ProcessModel or system administrator.

4. Click Sign In.

Global Navigation Bar

Global Navigation Bar of ProcessManager

The Global Navigation Bar provides the high level navigation through ProcessManager. All other functions are subsets of these primary items.  The following options are available (from left to right):

1. Overview of Folders & Documents

2. Folders

3. My Account

4. Admin Tools (only available for admin users)

5. Advanced Search

6. Search

7. Signed in as… Sign Out

11.2.2 – Overview of Folders & Documents

Overview of Folders and Documents

This overview will give an expanded tree view of the entire company’s folders and documents.Access Colors in Folder Overview

The overview is color coded indicating different access permissions to folders and documents. Specific access right assigned to users or groups are shown in color-coded names in parentheses to the right of the folder or document.

* Blue: All access.

* Green: Read/Write access.

* Orange: Read access.

* Red: No access.

* Black: No access list defined.

11.2.3 – Folders

Folders in ProcessManager

assigning approvers to root folderThe starting or highest level folder in the system is called the Root folder. Only an administrator level user can create folders in the root. Documents cannot be added in the root folder. This is intended to encourage the saving of documents in a structured folder format which will make it easier for users to navigate through a company’s data. There may be several projects defined in ProcessManager, planning and maintaining a logical folder hierarchy is important.

Adding a Root Folder

To add a new folder at the root level

1. Click the Folders icon in the Global Navigation bar.

2. Click the Add Folder adding root folder to processmanager icon in the blue Local Navigation bar.

3. Enter the folder information and click the Add subfolder button.

Important information to be aware of Adding approvers to a folder will require those users or groups to approve or reject any documents added to the folder. Approvals are required in the order shown in the Assigned Approvers list.

Folder Options

Folder Options for Folder in ProcessManager

After adding a folder and clicking on the folder name in the folder view, the following options are available;

* Add Folder.

* Add Document.

* Notify of Changes (e-mail notifications of folder changes).

* Edit Folder.

* Move Folder.

* Delete Folder.

* Edit Access.

11.2.4 – Documents

Documents can be any files required to manage a project, including ProcessModel model packages, spreadsheets, word processing documents, graphic files, slide presentations, etc.

Adding Documentsadd document details in processmanager

1. While viewing the desired folder location, click the Add Document add document to processmanager icon

2. Click the Browse button to select a file from the local drive (or network drive). Enter the document information. Then click the Add document button when ready to upload the document.

3. Adding reviewers or approvers to a document will require those users or groups to approve or reject the document. Until either the final approval has occurred, no user will be able to see the added document in the folder view except:

* the owner.

* an administrator.

* a user with All access.

* the current person in sequence needing to review or approve the document.

Document Details

document details view in processmodel

Clicking on a document name allows access document options.

* Update (upload a newer version of the document).

* Edit (edit document details, not the actual document).

* Set Expiration Date.

* Subscribe to Notification List (receive an e-mail notification whenever the document changes).

* Lock (disables updating or editing except by an admin, owner, or user who locked the document).

* Move (to a different folder location).

* Delete (be careful, this operation can not be undone).

* Edit Document Access List (assign access rights to a group or individual user).

11.2.5 – My Account
my account icon processmanager

When first signing in, or after clicking the My Account icon My account icon in ProcessManager the Account Summary will be shown, which provides the following options.

my account options in processmanager

* My Documents (view the documents own by the user logged in).

* Documents Pending Review (view the documents waiting for to be reviewed).

* Documents Pending Approval (view the documents waiting for to be approved).

* Edit User Detail (allows the user logged in to modify their account details).

My Documents

This option allows viewing of all documents uploaded to ProcessManager, including the document name, status, version and the date it was last updated. Current status of documents can also be changed. Documents can be sorted by clicking any of the underlined column headings.

my documents view and sorting ability

Documents Pending Review

Shows any and all documents waiting for to be reviewed.

All Approval Requests

Shows any and all approval requests waiting to be approved.

Documents Pending Approval

Shows any and all documents awaiting approval.

Edit User Detailsedit user information in processmanager

Clicking the Edit User Details icon edit user details icon in processmanager in the blue Local Navigation bar or the edit link in the User Information bar allows the following;

* change password.

* change email address.

* change name.

* add a picture.

11.2.6 – Admin Tools

admin tools in processmanager

The Admin Tools icon Admin tools icon in ProcessManager is only available when signed in as a user defined as an administrator. This area provides the following options.

* User Managementadd or edit use in processmanager

* Group Management

* Company Overview (for viewing company statistics such as total users, number of documents, total storage used, etc.)

Users

To add a user;

1. Click the Admin Tool icon in the Global Navigation bar.

2. Click the User Management icon user management icon in processmanager in the Local Navigation bar.

Important information to be aware of Check the Administrator Privilege checkbox to give admin rights to the user being created.

3. Add the user information and click the Add new user button.

Linked Users

Users from different companies could share a ProcessManager account. An admin may allow a user from another company with a ProcessManager account to access their data, such as a contractor or consultant, by “linking” them to their company. Add a user using the instructions above, but enter the email address the linked user is assigned in their ProcessManager account. The linked user will be sent an email asking them to consent to the invitation to sign in to the admins company’s account. Linked users function the same as any of other regular users and can be given document and folder permissions, or assigned to review or approval tasks.

Groups

Create group and add users;

1. Click the Admin Tool icon in the Global Navigation bar.

2. Click the Group Management icon group management icon in processmanager in the Local Navigation bar.

When individual users have a common responsibility, or have the same access permissions to specific folders or documents, those users can be grouped together. Using groups also allows to quickly assign access permissions or tasks (reviews and approvals) to multiple users at the same time.

The options exist to add a new group, or edit an existing group.  To add a user to a group previously created, the group must be edited.

Company Overview

See an overall view of the account;

1. Click the Admin Tool icon in the Global Navigation bar.

2. Click the Company Overview icon Company overview icon in ProcessManager in the Local Navigation bar.

This view provides valuable information to the user, like approaching configuration limits. It also gives a breakdown on system usage by user.

company overview screenshot for processmanager

11.2.7 – Search

search and advanced search in processmanager

The standard search box can help search for any words contained in the name, comments, or keywords of all documents that have been uploaded. To refine search or to search for more types of data, use the Advanced Search Advanced search icon for processmanager.

Advanced Search

Rather than doing a limited search of document names, comments, and keywords, the Advanced Search allows a user to focus the search on other specific types of word matches.

advanced search window screenshot

11.3 – Admins Privileges

A single admin is provided with access to ProcessManager. The admin can then setup users based on the number of users assigned, setup folder rights and access. Here are the recommended steps for an admin to take when first starting to use their ProcessManager account.

1. Create a small test environment of users and folders to get a feel for how the system works before having real users sign in. Questions from users will arise and this will help admins be much more comfortable answering them if they have had time to experiment a little.

Important information to be aware of Test users use up allocated licenses.  Don’t forget to delete them before going live to recover those licenses.

2. Determine the users who will have access to the data and create accounts using their e-mail address as the username.  Assign passwords that will help to maintain the security of the project data.

3. Create groups of users based on the kinds of access each group will need to certain documents and folders.  Assign the appropriate users to those groups.

4. Create a logical folder structure for saving documents.  The more structure is maintained, the easier it will be for users to manage documents and find the information they need.

5. Make folder approval assignments so that any changes to those folders must be approved by the appropriate users.

Each of the above steps can be done at any time. But as we all know, it’s much better to get a clean and organized start, than to go back after the fact and restructure things. A little effort up front will make the administration of the system easier, as well as provide a usable and beneficial system to the users.

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