ProcessMate

Business Process Management cloud software. Set up in 3 minutes and keep track of your repeating processes, milestones, documents and in-process communication

Overview
ProcessMate has several major functional modules: Process Repository Process Repository helps navigate through different process types Process Configuration This module helps configure the milestones and data for all process instances of this process. I.e. adding a milestone to the process configuration will affect all process instances (past and future) of this type. Process Instances This module is for displaying the list of processes as a report with milestones, progress, data, etc. It's very useful to get a overview or report over all processes of a certain type. Process Instance See all parameters, milestones of a process instance, start and complete it, add conversations, documents and other users as participants in this module. My Events My events show all events pertaining to the currently logged in user, such as changes in the process, documents, etc Dashboards Dashboard displays in graphical form the progress for processes of particular type, or across all processes

Home Screen
Home screen is where User is taken after logging into the system. Alternatively, click on the ProcessMate logo in the left top of any screen to navigate back to the Home Screen.

Process Repository
Process Repository displays process categories on the left (such as "Financial", "HR"), and their respective processes (such as "Loan Approval" process in the "Financial" category). Process Categories are displayed in the left part of the screen. Click on a Category to see the list of respective Process types on the right. The top link - "Search" allows searching for Process type by name or description. To explore Process Configuration module, click Configure.

Process Configuration

Process Configuration is a configuration that is common of all process runs or cycles. Such process can be Loan Approval, of which multiple cycles can be run in a financial organization dealing loans, such as a retail bank. The Process Configuration is of two parts: A set of milestones Milestone is a date (and time) when a particular phase of the process finishes. For example, for Loan Approval process, such phases would be: Loan Application Received (initial phase), Preliminary Applicant Assessment Completed, Loan Application Approved. Phases are configured one after another, in the sequence of their natural order. For example, Preliminary Applicant assessment happens right after the Application Received milestone. A set of data fields Additionally, the data fields are configured for the process, such as a field Applicant Name or Applicant Date of Birth. This helps to identify the process, keep vital information along with the milestones. Users can change the set of milestones and data fields through adding and removing them in the Process Configuration screen, as well as dragging and dropping them to change the order. User can add any data fields at any point of time. However removing a field, would lead to removal of all data kept with this field.

Process Instances
Process instances (or also called runs or instances) are specific initiations of a process type that was initiated and (optionally) completed on a specific date with specific information and milestone completion dates. Following our example of Loan Approval process, a Process Instance of such process would be a particular instance run for a loan applicant John Smith on the date of Apr-14, 2013. In the Process Instances screen you can see a list of process instances. Each process is a row with specific start date, status, completion date and several columns that include all milestones and data fields configured for this process type. To access this module, click View on the Process Repository screen against an individual process type

Process Instance
Once you click on any cell of Process Instances table you navigate to a particular process instance. It shows the following group of tabs:

Overall Details
Overall Details view shows the essential information of a Process Instance its owner (user who started it and has rights to modify all data, start and complete the instance), its Start and Completion dates, as well as the list of its milestones (left bottom part) and its data fields (right bottom part).

Documents
Documents view shows documents of Process Instance and allows attaching new ones and remove existing ones. In ProcessMate, the document is a file or a set of files that have a common name and description. For example, for Loan Approval process, a document might be a Loan Application form, a Loan Agreement document (either scanned or original file).

Communication
Communication view shows conversations that happened during this process. User can start new conversations or reply to existing ones. For example, when there are several participants in a process, users may ask each other to find out some information, notify of events happened, or ask about progress with a particular task.

Users
Process Instance users are those who contribute to the process or are interested in view information in it. The users can be either Subscriber (read only users who only can see process instance and have no rights to modify it (i.e. start, complete, modify documents, run conversations, modify milestones and data fields). Participants are another type of users who can modify a process. They dont have any limitation in modifying data therefore only users who contribute should be made Participants. An owner is a user created the process and this user also has rights for any modifications.

Events

On Events View you will find the list of events (actions) that happened in the context of this Process Instance, such as start, completion of the process, modifications, creation and removal of documents, etc.

Recent Events
1. Navigate to Recent Events for all events happened with your processes

On the All Events view user sees all events that happened to the processes which she or he is a Subscriber or Participant of. Such events include start, completion of processes, modifications, creation and removal of documents, etc. User can easily navigate to a process through a link in the text of an event.

Dashboards
There are two types of dashboards:

Common dashboard
Common dashboard can be accessed through the menu Analytics -> Dashboard. This type of dashboard includes information of all types of users processes, and therefore does not provide any process type-specific information (such as breakdown of phase time, since phases are defined by milestones which are process-specific). Instead, common dashboard shows information across the board, such as break down of process types by quantity of process instances, number of currently executing processes of all types, etc.

Process-specific dashboard
This dashboard can be accessed through the button in Process Repository against each of Process. Process-specific dashboard shows information specific to this Process type, including such charts as chronological layout of numbers of initiated processes of this type, average time per phase and others.