Easy to use functions support you in your working environment
Functions for the individual application areas
General Functions
Webbased application
Personalized information shown on the home page
Flexibly configurable homepage with the display of news
Extensive workflow functions
Rich Text Editor with extensive text formatting for font, images, videos, etc. for processes, cases and knowledge base
Catalogues and contact maintenance with import function (CSV / XLS)
Rest interface for catalogs (direct API connection or Zapier connection)
Reporting functions with diagrams and lists for processes, documents and cases and sharing of reports with other users
Full text search with auto-completion
Read and write permissions
SAML 2.0 (Security Assertion Markup Language) support for authentication (Single Sign On) of users for a cloud solution.
Single sign-on via MS Azure and user matching and takeover of organizational units with MS Azure Active Directory (AD) possible with the cloud solution.
As a security setting, it can be set for the cloud application which IP addresses (IP filter) are allowed to access the application.
Import of users and organizational units
Multilingual user interface
International format for date and time can be set centrally for the application
Mobile web app for process descriptions, documents and cases
Automatic translation – content translation suggestions for available languages at DeepL (requires a DeepL API account)
Adjustable company color and logo in the application header
Process management
Modeling of processes and process maps directly in the browser
Supports BPMN notation and modeling with swimlanes
Horizontal and vertical modeling
Definition of templates for process models
Configurable symbol palette
Definition of standard layouts for shapes
Inserting user-defined shapes / symbols as graphics
Linking processes and tasks with organizational units and roles
Mapping of process hierarchies and linking of process models
Reusability of stored objects (similar to a glossary)
Copying of objects
Automatic numbering of the tasks in the process model
Automatic checking of inputs and outputs (consistency check)
Versatile coverage of regulations and standards
Alignment lines facilitate modeling
Generation of process descriptions from the process model
For quick insertion of symbols, mini symbols show the next process steps
Display of all necessary information such as responsible persons, documents, standards,
KPI, inputs, outputs, risks etc. for the process
Artifacts such as data objects, documents, KPI and risks are not only
in the process model but also representable in the properties of the tasks
Videos can be uploaded or linked
Central catalogues for standards, terms and abbreviations
Free definition of user-defined fields
Simulation of throughput times and processing times and determination of process costs
Import and export of .bpmn files and processes
Processes can be exported collectively as PDF
Versioning of processes
Graphical version comparison and display of changes
Automatic notifications of changes to process users
Approval workflow for obtaining approvals and for the automatic publication of processes
Time limitation of releases (validity period)
Assignment of RASCI responsibilities in the process model and RASCI report
Report for displaying interactions (inputs / outputs)
Report on the assignment of standards and requirements to processes
Personalized display of processes and targeted display of processes for your own organizational unit and role
Quick Access to processes via favorites and assigned processes
Display of new processes on the start page
KPI management with the recording of target and actual values of key figures. In workflows, actual key figures can be entered automatically.
Graphical display of KPIs with target and limit values
Individual and standard reports with Excel export function
Reports are automatically distributable via email on a scheduled basis and can be shared with other users.
Comment function and feedback workflow for improvements
Multilingual processes and procedures must be exported and imported for a language service
Read and write permissions for processes per organizational unit and group with adjustable inheritance to subgroups
Document management
Check-in and check-out for direct editing of documents
Creation of documents via drag and drop from Windows Explorer also with automatic transfer of multiple documents
Documents can be called up as attachments in the database or as hyperlinks
Creation of document folders
Import of meta data from documents
Export of documents as ZIP file
Automatic numbering per document type
Individual document types can be defined
User-defined fields for document properties
Document templates with placeholders for name, version, approver etc.
Automatic creation of PDFs from Word files
Version management
Version comparison for word-based file attachments
Publishing documents with and without approval workflow
Approval workflow for obtaining approvals and for the automatic publication of documents
Automatic notifications of changes to document users
Full text search also within the documents
Personalized display of processes and targeted display of processes for your own organizational unit and role
Quick Access to processes via favorites and assigned processes
Display of new processes on the start page
Feedback workflow for document improvements
Management of multilingual documents
Read and write permissions for folders and documents per organizational unit and group with adjustable inheritance to subgroups
Organigram
Organization chart creation with mapping of the organizational structure
Administration of organizational units, roles and persons
Display of photos of people in the organization chart
Search of organizational units, groups, roles and persons
Display of sub-organigrams
Knowledge Base
Capturing of knowledge entries
Categorization in folders
Full text search
Linking of categories and entries
Multilingual display of knowledge entries
Read and edit permissions for categories and entries
Workflow Management
Simple modeling of workflows
Free design and configuration of masks and fields
Dynamic display of fields based on rules and permissions
Definition of calculation and function fields
Serial and parallel workflows
Manual (ad hoc) and automatic workflows
Import of workflows
Cases, tasks and approvals are displayed transparently per group, role and user in a task list
Notification of new cases by e-mail
Cases and tasks can be forwarded to groups, roles and users
Escalation management and deadline monitoring
Creation of cases from e-mails
E-mail client – Send and receive e-mails about the case
Text templates for e-mails
Management of attachments and images and documents as attachments from the internal document management
For requirements from the medical sector, a password request can be made before each electronic signature.
Input of a handwritten signature possible
Input of a handwritten signature possible
Export of lists and cases
Import of cases for the legacy data transfer
Import of master data via csv / xls (Excel) – files like contacts, articles, audit questions etc.
Representative function
Evaluations for cases and tasks
Individual reports as diagram, list and cross table and standard reports
Reports can be distributed automatically via e-mail on a time-controlled basis
The lists, values and graphics can be exported to MS Excel
Multilingual case fields
Rights per user, authorization profile (role), group and organizational unit for transaction processing
Applications
Optional
Optional
Optional
Optional
Optional
Optional
Optional
Additional Modules
Word Report Designer
- Definition of individual printouts and reports in MS Word. Fields are filled automatically from the database using placeholders. The reports are called up directly in the system.
- For Word reports delivered in the standard system, this module is only required if the document is to be changed.
Optional
Excel Report Designer
- Creation of individual reports with Excel
- Excel reports can be called directly in the SmartProcess. The Excel reports automatically load the data from the database.
- For Excel reports delivered in the standard system, this module is only required if the report is to be changed.
Optional
Gantt chart
- Display appointments from a workflow process as a Gantt chart.
- Appointments can be changed by moving a time bar across the Gantt chart.
- Display of an audit program as a Gantt diagram
Optional
Audit trail for covering medical and pharmaceutical requirements
- Logging when publishing, withdrawing and deleting processes and documents
- Logging of signed workflow steps that require a new password entry
- Logging of repeated incorrect password entry
Optional