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Process description

Information in the process description. In the process description all information of a process is summarized in a PDF file. It can be generated via the correspondingly labeled button above the proce…

Dennis Reichle
Updated by Dennis Reichle

Information in the process description

In the process description all information of a process is summarized in a PDF file. It can be generated via the correspondingly labeled button above the process model.

In addition, several process descriptions can also be selected from an overview and then downloaded collectively:

The information that can be listed includes:

Adjust process description

The process description is a Word document that uses placeholders (mergefields) to access the process data in SmartProcess and outputs it as a PDF file. You can adapt this process description by choosing Settings -> Configure Application -> Word Report Designer for printouts.

In this menu the entry 'Process description' can be selected and then the currently stored process description can be downloaded and opened in Microsoft Word.

You can download the current File template as starting point for your changes. With <Download sample document> you get a document with all available placeholders (see also the list below), which you can use for your description.

In this view the defined mergefields become visible.

Here you can now change the order and formatting of the contents. If necessary, contents can also be deleted. After the adjustments have been made, the Word document is saved and then uploaded again from the drive using the <Select file> button in the Word Report Designer for printouts menu in SmartProcess.

If the extra module Word Report Designer has been purchased, multiple templates for the process description can be saved in the corresponding menu, e. g. to differentiate between a compact and a detailed version.

Additional content for the process description

The example document with mergefields does not list all information of the process that can be output via Mergefields. To add more information, you must first create a new mergefield at the point in the Word document where the content should appear (see article Word Report Designer for printouts)

Add information to an existing table

To add mergefields to tables such as the KPI table, an additional column should be inserted in the middle of the table.

Without further knowledge of the Word Report Designer, you should not change anything else in the structure of the table.

In the top line, you can enter the information to be displayed in the column, for example, the description of the KPI. In the bottom line, you create a new mergefield with the desired field name.

Placeholders for process description

Single fields

Content

Field name

Logo for PDF printout

Image:applicationLogo

Process name

processName

Process number

processNumber

ID of the process

processID

Process version

processVersion

Process status

processState

Process owner

processResponsible

Process manager

processManager

Purpose and description

processPurpose

Scope

processScope

General rules

processGeneralRule

Process model

Image:workflowImage

Process participants (alphabetical, separated with comma)

processParticipants

Valid from

processReleaseDate

Valid until

processValidTill

Publication date

processVersionPublicationDate

Date of last change

processVersionEditDate

Department of version creator

creatorFunction

Name of version creator

creatorName

Date of version creation

creationDate

Tables

Tables need to be opened with the command „TableStart:<Table name>“ and closed with the command „TableEnd:<Table name>“.
Participants in Approval Workflow

Table name: Editors

Content

Field name

Type

editType

Function

editorFunction

Name

editorName

Date

editDate

Confirmation

editState

 Terms and abbreviations

Table name: TermsAndAbbreviations

Content

Field name

Term/Abbreviation

Term / Abbreviation

Description

Description

 Requirements

Table name: Requirements

Content

Field name

Requirement type

Requirement type

Requirement

Requirement

Paragraph

Paragraph

Description of requirement

Description of requirement

Since the catalogs for terms and abbreviations and standards and requirements are freely configurable, content and field name only refer to the delivery status. If fields are renamed or a completely different catalog is assigned, the process description must be adapted to the respective catalog.
User-defined fields

Table name: ExtraField

Content

Field name

Name of field

extraFieldName

Content of field

extraFieldValue

Image or Description from Process details

Table name: ProcessImages

Content

Field name

Title

ProcessImageTitle

Description

ProcessImageDescription

Image

Image:ProcessImage

The Image or Description button in the process details is not available to customers with an initial installation from 2020 or older installations in which this function was never used, as images can now be integrated directly into the Purpose and description, Scope and General rules for the process fields.
Activities (Tasks)

Table name: ProcessActions

Content

Field name

Name of activity

actionDisplayname

Description

actionDescription

Process owner of sub-process

actionSubProcessOwner

Responsible

actionRaciResponsible

or

actionRasciResponsible

Accountable

actionRaciAccountable

or

actionRasciAccountable

Supportive

actionRaciSupportive

or

actionRasciSupportive

Consulted

actionRaciConsulted

or

actionRasciConsulted

Informed

actionRaciInformed

or

actionRasciInformed

KPI

actionBusinessRatio

Risk

actionRisk

Chance

actionOpportunity

Control

actionControl

IT-system

actionItSystem

Resource

actionResource

Applicable documents

actionAttachment

Input

actionInput

Output

actionOutput

Input with description

actionInputWithDescription

Output with description

actionOutputWithDescription

 Image or description from activity

Table name: ProcessActionImages

Content

Field name

Title

ImageTitle

Description

ImageDescription

image

Image:Image

The Image or Description button in the task details is not available to customers with an initial installation from 2020 or older installations in which this function was never used, as images can now be integrated directly into the Description field.
Adjacent processes

Table name: AdjacentProcesses

Content

Field name

Number

adjacentProcessNumber

Name

adjacentProcessName

Process owner

adjacentResponsibleFullName

Start event

Table name: EventsStart

Content

Field name

Name

name

Type

type

Description

description

Intermediate events

Table name: EventsIntermediate

Content

Field name

Name

name

Description

description

End event

Table name: EventsEnd

Content

Field name

Name

name

Type

type

Description

description

 KPI

Table name: BusinessRation

Content

Field name

Name

brName

Calculation base

brCalculationbase

Target value

brTargetvalue

Unit

brUnit

Capture frequency

brMeasurementfrequency

Description

brDescription

Threshold

brThresholdvalue

Content of user-defined field

Name of user-defined field

 Risk

Table name: Risk

Content

Field name

Name

name

Description

description

Risk class

riskClass

Content of user-defined field

Name of user-defined field

 Chances

Table name: Opportunity

Content

Field name

Name

name

Description

description

Content of user-defined field

Name of user-defined field 

Controls

Table name: Control

Content

Field name

Name

name

Description

description

Content of user-defined field

Name of user-defined field

IT-systeme & Resources

Table name: Resource

Content

Field name

Name

name

Description

description

Content of user-defined field

Name of user-defined field

Alternatively, it is possible to have both object types displayed in separate tables. In this case, the table names are "ItSystem" (for IT-systems) and "ResourceExclusive" (for resources).
Applicable documents

Table name: Documents

Content

Field name

Document number

documentNumber

Document name

documentName

Document version

documentVersion

Description

documentDescription

Content of user-defined field

Name of user-defined field

 Data object

Table name: DataObject

Content

Field name

Name

name

Description

description

Content of user-defined field

Name of user-defined field

Skills

Table name: RoleSkills

Content

Field name

Name of Swimlane

swimlaneName

Name of role

roleName

Content of skill catalogue field

Name of skill catalogue field

 Swimlane

Table name: swimlanes

Content

Field name

Name

swimlaneName

Description

swimlaneDescription

Gateways

Table name: Gateways

Content

Field name

Name

name

Description

description

Type

type

Decision branches

Table name: Decisions

Content

Field name

Name

name

Description

description

 Version history

Table name: MainVersions

Only main versions and any published version.

Table name: Versions

All versions

Content

Field name

Version

listVersion

Changed on

listEditdate

Changes

listEdits

Valid from

listValidFrom

Valid until

listValidTo

Watermark for unpublished versions

In Settings -> Configure Application -> Process management there is an option to add a watermark to the description of unpublished versions of a process / process group.

If this option is activated, the text 'not published' will be displayed on the first page of the process description for unpublished processes / process groups.

How did we do?

List: Process participants

Contact