Elementary features

Tabs in the system

In the following sections, all tabs inclusive of their actions and content are described. 


The tab Properties provides different content and actions. Both depend on whether it is opened from a process instance, activity, or task. The following sections describe each tab view. 

Properties of a process instance

1Information about the user who started the process instance.
2Information about the starting time of the process instance.
3Name of the process instance.
4A description of the process instance that can be edited. 
5An instance can be archived by clicking this button. For further information, please see 'Archive process instances'.
6By clicking this button, this instance can be used as a template. Both new process instances and templates can be created on the basis of the current process instance. Please find more information in the sections 'Create a template from an existing process instance' and 'Start a new process instance'.
7Smartform locks can be removed.
8By clicking this button, a process instance report and a efforts report can be generated. In this context, please regard chapter paragraph 'Reporting'.
9If the process instance name or the description field is edited, the changes can be saved by clicking this button.

Properties of an activity

Only users with the role process manager can view activities

1The name of the activity.
2This shows how many tasks the activity contains and how many have already been completed.
3The description of an activity is displayed here.
4The start time of the tasks is displayed here.
5By clicking this button an activity, which is waiting for an event, can be signaled.

Properties of a task

1Name of the process instance.
2Information about the user who started the process instance.
3Information about the starting time of the task.
4Information about the calculated end of the task. The calculated end is calculated from the start date of the task and the processing time of this task. Please refer to CPM for further details on this topic.
5The name of the task given in the process model.
6Here, the description of the task is shown. The description is defined in the process model and cannot be edited. 
7By clicking on this button a query can be started. The current task is interrupted, so it doesn't appear in the task list of the user anymore. The “make a query” is assigned to another user. As soon as the “query” is done, the original task gets active again. Please regard the chapter 'Make a query' for more information.
8By clicking on this button an AdHoc task can be started. An AdHoc task is a task, which must be done in addition to the scheduled tasks. For more information, please regard the chapter 'Create AdHoc task'.

By clicking on the button Grab, the user can assign a task to himself/herself. If a task is assigned to the current user, this button is replaced by the button Throw. With this button, users can hand over tasks it if he/she cannot complete it. Please regard the chapters 'Throw tasks' and 'Grab tasks' for more information. 

10By clicking on this button a task will be finished. For more information please regard chapter 'Finish task'.
11Here the number of attached documents and notes is displayed. By clicking on one of the fields the corresponding tab will be opened. For more information, please regard chapter 'Documents' and 'Notes'.
12The assignment area is usually only visible for process managers or team-managers. However, this functionality can be made available globally for all users in one tenant. For more information, please regard the chapter 'Task assignment'.


It is possible to attach documents to a process instance; for example, to display process-relevant information. These documents can be uploaded and then downloaded and viewed by those who are involved in the process. The layout of the documents tab is described in detail below. 

1Name of the document.
2Size of the document.
3The date of the document was uploaded.
4The Creation User of the document is named.
5Optional a comment can be inserted.
6Here, it is documented, when a document was attached. Documents can be attached directly to a process instance, an activity or a task.
7By clicking on this button additional actions (download, rename, move, edit a comment, delete) are available for each document.
8By clicking on this button a file can be attached.
9By clicking this button a file structure can be set up. 


This tab is used for creating notes, which may be viewed by the process participants. The layout of the notes tab is described in detail below.

1Content of the note. 
2Creation date of the note.
3Name of the user who created the note.
4Here, it is documented, when a note was created. Notes can be created directly to a process instance, an activity or a task.
5By clicking on this button, a note can be deleted.
6A note can be added by pressing the button 'Add Note'.


Selecting a process instance under 'My stared process instances' allows the user with the role 'process manager' to open the Swimlanes tab. Within this tab groups and user assigned to each swimlane can be managed.

1General overview of the all associated swimlanes with selected process instance. Clicking in the Field of a swimlane will open a detailed view.
2Within the detailed view of a swimlane available groups can be assigned or removed to a swimlane with a drop down menu.
3Within the detailed view of a swimlane available user can be assigned or removed to a swimlane with a drop down menu.
4Cancel changes made to selected swimlane.
5Save changes made to selected swimlane.
6Clicking the three dots on the right to a swimlane allows the user to access the history of assignments from the swimlane through the 'Show history' button.
7Overview of the history of assignments made within selected swimlane.
8User name assigned to the swimlane.
9User that made the changes to the assignment.
10Timestamp of the Assignment.
11Close button to leave the history of assignment view.

Process model

The process model tab provides an overview of the deployed process definition and the current activities in progress as well as the already finished ones of the selected process instance. The process model tab can be accessed through 'My process instances' while selecting on instance and then navigate to the 'Process model' tab.

1Overview of the process model and the current progress of the selected process instance.
2Increase or decrease the model size within the tab.
 3Activities that have been finished are colored green and a confirmation check mark on the upper right side next to the activity.
4 Activities in progress are flashing in light green and have a play mark on the upper right side next to the activity.


The system offers the user the chance to summarize the potential accumulation of monetary or temporal efforts within a task. In the tab Efforts of a process instance, all recorded efforts are summarized for the entire process instance. Efforts can only be recorded for a task (see chapter 'Track efforts' for more information). In order to provide the process owner with the role processmanager an overview of all involved efforts, the cumulative efforts for all of the tasks are displayed. The layout of the tabs Effort and Efforts are described in detail below.

1Here, the effort type is displayed. The clock symbol represents time expenses and the money symbol monetary expenses
2This column displays the amount of effort. 
3Here the unit is shown. 
4This column shows the cost center in which the expenses were incurred. 
5The effort description is displayed, here.
6This column shows when the effort was documented. 
7This column shows who documented the effort.
8This column shows which task the effort was incurred. This column is only displayed in the efforts tab of process instances.
9This column shows the group which documented the effort. This column is only displayed in the efforts tab of process instances.
10By clicking on the three dots, entries could be deleted and edited. 
11This view is only available for process instances. Here, a process owner can see all the computed time and cost expenses for this process instance.


A process instance consists of a range of activities, which are executed in a specific order. A process instance only continues once an activity has been completed. An activity consists of one or more tasks that must all be completed before the activity can be considered as completed. For more information about processes and their structure in the chapter 'Definitions'. An activity can contain multiple tasks and is activated as soon as the process flow reaches the activity. For a user with the role of processmanager all activities are displayed in a list soon as an instance is selected.

1Displays the milestone date if set of selected activity.
2Checkbox to activate a desired start of selected activity.
3Calendar to pick a desired starting time if the checkbox above is selected.
4Duration for the activity to be finished in Minutes.
5Earliest Beginning Time (EBT)
6Earliest Finishing Time (EFT)
7Latest Beginning Time (LBT)
8Latest Finishing Time (LFT)
9Begin displays the actual starting time of the activity.
10End displays the actual ending time when the activity was finished.
11Cancel ends the editing of the activities tab and discards all changes.
12Save takes over all changes.

CPM Info

The CPM Info will allow the user with the role processmanager to calculate CPM and to hand over buffer to the next activity. In order for calculating CPM the requirements must be meet.

1Checkbox to hand over spare time to the next activities should previous activities be finished ahead of the estimated time. 
2Calculate CPM computes the critical path for the current process instance.
3Save will preserve made changes by the user.



The Gantt tab displays a Gantt-Chart with the duration of each activity within a process instance. In order for the Gantt-Chart to illustrate the duration, CPM must be activated and the specific duration of each activity must be provided to the process model.

1Timeline to illustrate the duration of each activity.
2Activities of the process instance.
3Legend to coloring of the gantt model


The smartform is a web formula using common web technologies. The smartform provides the user with a form and contains all required data for processing the process instance. These forms are attached to a process definition. In a started process instance, a smartform can be accessed at any time and it is data can be entered and altered.

1Smartform is the most common way for the user to interact with the process instance in order to finish the assigned activity/task and enter process variables.
2Save will preserve made changes by the user to the smartform.

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