Easy to use functions support you in your working environment

Functions for the individual application areas

General Functions

Webbased application and mobile web app

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)

Central reporting functions

Full text search with auto-completion

Integration in MS SharePoint as Web Part and optional OpenSearch interface

Read and write permissions

Single Sign On and user synchronization with MS Active Directory or with MS Azure AD for a cloud solution

Additional module AD / SSO

Import of users and organizational units

Multilingual user interface

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

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

Export of process models as SVG graphics

Export and import of 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 for processes can be distributed time-controlled via e-mail

Comment function and feedback workflow for improvements

Multilingual processes and procedures must be exported and imported for a language service

Mobile web app for process descriptions

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

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

Mobile web app for displaying 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

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

Mobile web app for processes. The mobile Web app has a limited function compared to the Web-based desktop version.

Rights per user, authorization profile (role), group and organizational unit for transaction processing

Additional Modules

Additional module AD / SSO

  • Synchronization of users with MS Active Directory (AD) or with MS Azure AD in a cloud solution
  • With a cloud solution, authentication via MS Azure is possible.
  • With an on-premises solution, authentication via the domain controller is possible.

Optional

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