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List: Process participants

The 'Process Participants' window lists all organizational units and roles that are involved in the execution of a process. Insert objects into the Process participants window. Link in the process mo…

Dennis Reichle
Updated by Dennis Reichle
Table of Contents

The 'Process Participants' window lists all organizational units and roles that are involved in the execution of a process.

Insert objects into the Process participants window

If an organizational unit / role has been linked to a swimlane or as an additional participant in the process model, these objects are automatically entered in the list 'Process Participants'.

If the entry in the list 'process participants' was reached by a link in the process model, this link can only be removed by undoing this assignment in the process model and not by the button <Delete> in the list.
  1. 'Add' in the 'Process participants' list

If further organizational units / roles should be entered as process participants, this can be done manually via the buttons <Edit participants> and then <Add> in the list 'Process Participants'.

In this case, the organizational chart opens from which any number of further organizational units / roles can be selected.

If <Company-wide> is selected in the view, this process is displayed to each individual user in the element 'Company-wide processes and documents' on the start page. If published, this will not result in an info mail to all users of the system (see next paragraph).
If a new organizational unit or role is assigned to an existing swimlane, or if new process participants are added to the list, they are immediately visible and active in the published process without the need for a new publication.

Effects for the process participants

If an Org. Unit / Role is listed in the list 'Process Participants', this has the following consequences for all users assigned to this organizational unit as Main group or Additionally assigned group:

  1. Display in 'My processes'

Once the process is published, it will be displayed to users in the 'My Processes' section of the start page and the Processes menu.

  1. Notification on publication

When a new version of the process is published, the user is notified of this by an automatic e-mail from the system if the following additional requirements are met:

Publishing with the approval workflow

  • The user who started the approval workflow for the process selected in the start form that a read confirmation should be requested after publication or that information should be sent to the process participants.

Publishing without the approval workflow

  • The user who publishes the process manually has selected “Yes” under Notify users about the publication?
  • In the email settings of the user who is to receive the information as a process participant, the option Mail notification in case of directly publishing assigned processes, documents or favorites withput the approval workflow is set to “Yes.”
"Inheritance" to subordinate organizational units

With the checkbox <Include descendants> in the list 'Process participants', the described effects can also be passed on to all organizational units listed in the organizational chart below this organizational unit (in the example: Finance, HR & IT).

In the example, activating the checkbox would mean that every user assigned to one of the Org. units / groups in the screenshot below would be considered as a Process participant. If the checkbox is not activated, the described effects only apply to users explicitly assigned to the organizational unit 'Finance, HR & IT'.

So if you were to select the top organizational chart element and then check the box, every user in the system would be notified of this process.

How did we do?

Lists: Indicator (KPI), Risks, Opportunities

Process description

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