SAP Signavio Process

Governance
User Guide

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Contents

1 SAP Signavio Process Governance 12

1.1 When to use SAP Signavio Process Governance 12
1.2 Benefits 12
1.3 Do I need BPM knowledge to use SAP Signavio Process
Governance? 13
1.4 How it works 13
1.5 Examples 14
1.6 Acknowledgements 14

2 Sign up and log in with SAP Signavio Process Governance 15

3 Tasks 16
3.1 View all tasks 16
3.1.1 Filters 16

3.2 View your tasks in the Inbox 17

3.2.1 Next steps 17

3.3 Add ad-hoc tasks and subtasks 18

3.3.1 Add ad-hoc tasks to a case 18

3.3.2 Add subtasks to a task 18

3.3.3 Next steps 18

3.4 Assign tasks 19

3.4.1 Change a task assignment 20

3.4.2 Unassign a task 20

3.5 Complete tasks 20

3.6 Task details view 20
3.6.1 Tasks overview 21

3.6.2 Subtasks 21

3.6.3 Next steps 21

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 4 Cases 22
4.1 Next steps 22
4.2 Cases overview 22
4.2.1 Manage cases 22

4.2.2 Next steps 23

4.3 Case details overview 23

4.3.1 Other open activities 24

4.3.2 Next steps 24

4.4 Start a new case 24

4.4.1 Next steps 24

4.5 Configure cases overview table 25

4.6 Reuse start information 25
4.7 Close a case manually 26
4.8 Information panel 26
4.8.1 Next steps 27

4.8.2 Core information 27

4.8.3 Commenting on a case 27

4.8.4 Attach documents to a case 29

4.8.5 Case history 30

4.9 Delete cases 30

4.10 Export case data 31
4.10.1 Next steps 31

4.11 Failed tasks 32

4.11.1 Retry failed tasks 32

4.11.2 Skip failed tasks 32

4.12 Skip intermediate timer events 32

4.13 Ad-hoc cases - cases without a process 33
4.13.1 Create an ad-hoc case 33

4.13.2 Next steps 33

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 5 Processes 34
5.1 Browsing processes 34
5.1.1 Filtering the processes list 34

5.2 Creating a process 35

5.2.1 Choosing a good process name 35

5.2.2 Next steps for a new process 35

5.3 Labels 35
5.4 Triggers 36
5.4.1 Manual trigger 36

5.4.2 Form trigger 36

5.4.3 Email trigger 37

5.5 Actions 38
5.5.1 Adding a transition 39

5.5.2 Creating the next user task 40

5.5.3 Changing the action type 41

5.5.4 Control flow elements 42

5.6 Details 43
5.7 Versions 43
5.7.1 Publishing a process version 44

5.7.2 Adding version comments 44

5.7.3 Writing good version comments 45

5.7.4 Re-publishing a process version 45

5.7.5 Restoring a process version 46

5.8 Variables 46
5.9 Roles 47
5.9.1 Role candidates 48

5.9.2 Using a form field to assign a role 49

5.10 Process locking 49

5.11 BPMN import 49
5.12 BPMN export 52
5.13 Copying & deleting processes 52

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 5.14 Fields overview 53

6 Access control 55
6.1 Restrict access to processes 55
6.2 Restrict access to user tasks 56
6.2.1 Example 57

7 Analytics (reporting) 58
7.1 Create and manage reports 58
7.1.1 Filter cases 59

7.1.2 View and export results 59

7.1.3 Grouping and charts 60

7.1.4 Share a report 60

7.1.5 Delete a report 60

7.1.6 Next steps 61

7.1.7 Report creation example 61

7.2 Export case data for SAP Signavio Process Intelligence 63

7.2.1 Case events 63

7.2.2 Case attributes 65

8 Search 66

9 Action Types 67

9.1 User task 67

9.1.1 General 67

9.1.2 Task name template 68

9.1.3 Form 68

9.1.4 Reminders 68

9.1.5 Access rights 70

9.2 Multi-user task 70

9.2.1 General 71

9.2.2 Form 71

9.2.3 Results 71

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 9.2.4 Manual decision (Exclusive gateway) 71

9.3 Send email 72

9.4 JavaScript action (Script task) 73
9.5 Sub-process 73
9.5.1 Create a sub-process 74

9.5.2 Configure a sub-process action 74

9.6 Create document 75

9.7 Document template 77
9.7.1 Output file formats 77

9.7.2 Template creation 78

9.7.3 Content controls 78

9.7.4 Example 79

9.8 Map variables 79

9.9 Box - Upload file 80
9.9.1 Configuration 80

9.9.2 Upload file action 80

9.10 Google Drive - Upload file 82

9.11 Google Drive - Add row to sheet 84
9.12 Google Drive - Add calendar event 85
9.13 SAP Signavio Process Manager - DMN task 86
9.13.1 Creating a DMN diagram in SAP Signavio Process Manager 87

9.13.2 Limitations 87

9.13.3 Configuring the DMN task in SAP Signavio Process Governance 87

9.13.4 Updating the DMN task 88

9.13.5 Removing a decision from a DMN task 88

9.13.6 Example 89

9.14 SAP Signavio Process Manager - Set model state 92

10 Forms 93
10.1 Form triggers 93
10.2 User task form 93
10.2.1 Next steps 93

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 10.3 Use the form builder 94
10.3.1 Next steps 94

10.3.2 Configure form fields 94

10.3.3 Form groups 95

10.3.4 Dynamic form fields 96

10.4 View form data 96

11 Control flow 97
11.1 Transition 97
11.2 Exclusive gateway 97
11.2.1 Manual decision 97

11.2.2 Manual decision variable 99

11.2.3 Automatic decision 100

11.3 Parallel Gateway 101

11.3.1 Forking 101

11.3.2 Joining 102

11.3.3 Default forking 103

11.3.4 Default merging 104

11.3.5 Parallel gateway issues 104

11.4 Start event 105

11.5 End event 105
11.6 Intermediate timer event 105
11.7 Intermediate link event 106
11.7.1 Next steps 106

11.8 Set core information 106

11.8.1 Next steps 106

11.9 Milestone 107

12 User menu 108

12.1 Next steps 108
12.2 My profile 108
12.2.1 Me 108

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 12.2.2 Preferences 109

12.2.3 Organizations 109

12.2.4 Services 110

12.2.5 Security 110

13 Organization settings 111

13.1 Edit the organization name 111
13.2 Members 111
13.2.1 Users 112

13.2.2 Change membership type 112

13.2.3 Delete users 112

13.2.4 User off-boarding - replace users 113

13.2.5 Deleting the user for SAP Signavio Process Manager integration 114

13.3 Groups 114

13.4 Invite a colleague 114
13.5 Billing 115
13.6 Single Sign-On 115
13.7 Workspace 115
13.7.1 Preferences 115

13.7.2 Restrict process creation 116

13.7.3 Labels 116

14 Dictionary Integration 117

14.1 Activating the Dictionary integration 117

14.2 Using Dictionary categories with forms 117
14.3 Changed attributes 118
14.4 Troubleshooting 119

15 Implementation guidelines 122

15.1 Process details 122
15.1.1 General 122

15.1.2 Access control 122

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 15.2 Trigger 122
15.2.1 Form trigger - Form 123

15.2.2 Form trigger - Confirmation message 123

15.3 Actions 123

15.3.1 Action names 123

15.3.2 Events 123

15.3.3 Milestones 123

15.3.4 Start event 124

15.3.5 End event 124

15.3.6 User tasks 124

15.3.7 Send Email action 124

15.3.8 Exclusive gateway 125

15.4 Form fields 125

15.5 JavaScript 125

16 Notifications 126
16.1 Case-related 126
16.1.1 Case due 126

16.1.2 Task due 126

16.2 Task-related 127

16.2.1 Task created 127

16.2.2 Task assigned 127

16.2.3 Task escalated 127

16.2.4 Reminder scheduled 127

16.3 Comment-related 128

16.3.1 Mentioned in a comment 128

16.3.2 Replied to a comment 128

16.4 User-related 128

16.4.1 New user registered 128

16.4.2 Invited to join organization 128

16.4.3 Invitation cancelled 129

16.4.4 Invitation resent 129

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 16.4.5 Replace removed users 129

16.5 Account-related 129

16.5.1 Password reset 129

16.5.2 Service account access expired 129

16.5.3 License about to expire 130

16.6 Disabling notifications 130

17 Variables reference 131

17.1 Case variable 131
17.1.1 Case ID 132

17.1.2 Name 132

17.1.3 Case number 132

17.1.4 Creator 132

17.1.5 Start date 132

17.1.6 Due date 133

17.1.7 Case link 133

17.2 Trigger email variable 133

18 Keyboard shortcuts 134

18.1 Process builder 134

19 Markdown 135
19.1 Headers 135
19.2 Hyperlinks 136
19.3 Emphasis 136
19.4 New paragraph 137
19.5 Blockquotes 137
19.6 Lists 137
19.7 Horizontal rule 137
19.8 Tables 137
19.9 Embedding images 138
19.10 Inline code and code blocks 138

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 19.11 Inline HTML 139

20 Technical notes 140

21 Tutorials 141
21.1 Tutorials to get started 141
21.2 Tutorials on specific topics 141
21.3 Your first document approval process 142
21.4 Adding a decision to an approval process 147

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 1 SAP Signavio Process Governance

1 SAP Signavio Process Governance

SAP Signavio Process Governance is a web-based workflow modeling and exe-
cution platform. Although its heritage includes classical Business Process Man-
agement Systems (BPMS), SAP Signavio Process Governance dramatically
simplifies workflow automation.

You can use workflow automation for a variety of business processes - both for
industry-specific processes, and for central functions such as human resources.

1.1 When to use SAP Signavio Process Governance

You will find SAP Signavio Process Governance useful for describing and col-
laborating on routine work. Use SAP Signavio Process Governance for:
o coordinating tasks and handovers
o approvals
o routing documents
o fully-fledged business processes

1.2 Benefits
You’ll get:
o control where you need it
o flexibility
o fewer delays (with automatic triggers, actions and timers)
o no more miscommunications during handovers
o traceability - data on who did what
o clarity - visibility of who has to do what

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 1 SAP Signavio Process Governance

o agility - because you can change SAP Signavio Process Governance process
models more easily than custom software

1.3 Do I need BPM knowledge to use SAP Signavio

Process Governance?
No. SAP Signavio Process Governance is easy to use and aimed at anyone who
needs to describe and collaborate on routine work, regardless of their familiarity
or comfort with BPM. If you don't have BPM experience, you'll find it's still quite
easy to get up to speed using SAP Signavio Process Governance.

1.4 How it works

A process--specifically, a process model --is a template for repetitive work.

Within an organization, processes are used to manage work and specify the
tasks and actions that one must complete to reach a certain goal. For example:
for every Hire employee case, someone must complete the Plan interview, Inter-
view candidate and Send job offer tasks.
After you publish a process, you can start many individual cases. SAP Signavio
Process Governance keeps track of which tasks and actions you have to perform
for each case. Cases bring people together with relevant information that
provides context for completing the tasks. You can also use cases as col-
laboration spaces for people to discuss and create new tasks for individual cases
on the fly.

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 1 SAP Signavio Process Governance

1.5 Examples
Browse the Workflow examples to see different ways to apply workflow auto-
mation. You can use workflow automation for a variety of business processes -
both for industry-specific processes, and for central functions such as human
resources.
In the application itself, you can select Examples from the drop-down menu (top-
right). On the Examples page, select Copy to your organization to create a copy
of the example that you can edit to see how it works, and adapt to your own busi-
ness process.

1.6 Acknowledgements
SAP Signavio uses open source software. We thank everyone involved in the
open source community. Please download the list of open source components
that SAP Signavio Process Governance uses.

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 2 Sign up and log in with SAP Signavio Process Governance

2 Sign up and log in with SAP Signavio

Process Governance
SAP Signavio Process Governance is part of the SAP Signavio Process Trans-
formation Suite. When you're signing up with SAP Signavio Process Governance,
you are signing up with the Business Transformation Suite.

1. Go to the SAP Signavio Process Governance login page.

2. Click Register a new account.

3. Follow the steps on the screen to create your account.

4. Go to the Business Transformation Suite login page:

o Login page (hosted in EU)
o Login page (hosted in Australia)
o Login page (hosted in US)

5. Use your account email and password to log in to the Business Trans-
formation Suite. The launchpad opens, see section Your launchpad for
details.

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 3 Tasks

3 Tasks
A task represents work that someone will presumably complete. Cases typically
include multiple tasks, usually those that the process defines. You can also add
ad-hoc tasks to a case.
In SAP Signavio Process Governance, you can assign a task to a specific user,
set a due date and add subtasks.

3.1 View all tasks

The All tasks view shows all open tasks in a workspace. Tasks lists that contain
more than 50 tasks are split into pages, each page showing a maximum of 50
tasks.
If a due date is set, the due date is displayed.

Once a due date is set for a task, it can only be changed manually. If
you change a due date for one task, the due dates for other tasks
aren’t changed automatically.

Overdue tasks are highlighted and marked with . Tasks due today are high-

lighted and marked with .

By default, the task list shows the most recently updated tasks first. To sort the

list by ascending due date, click . To sort the list by descending due date,

click . While sorting by due date is active, the Clear sorting button is visible.
When you click Clear sorting, the task list shows the most recently updated tasks
first.

3.1.1 Filters
You can use one or more of the following filters to find the tasks you're interested
in:

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 3 Tasks

o Involvement filter - shows tasks according to how they relate to you, such
as tasks that are assigned to you or tasks you started.
o Assignment - shows tasks that have a specific assignee, or tasks that have
a specific candidate.
o Process filter - shows tasks for a specific process.
o Due date - shows tasks according to their due dates, such as only overdue
tasks or tasks without a due date.
o More filters:
o Completed - shows only completed tasks, which the task list normally
excludes.

3.2 View your tasks in the Inbox

The Inbox provides an overview of tasks related to you. To open the Inbox, click
Tasks in the main menu and select the Inbox tab.
Assigned to me contains all tasks assigned to you.
I'm a candidate contains all tasks where you are a candidate.
I added contains all ad-hoc tasks and subtasks you added.
If a task has a due date, the task is additionally listed in one of the following sec-
tions:
o Overdue
o Today
o Later this week
o Later

Overdue tasks are highlighted and marked with an icon . To see the due date

of an overdue task, hover over the icon.

3.2.1 Next steps

Complete tasks

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 3 Tasks

3.3 Add ad-hoc tasks and subtasks

When a process starts, a case with all tasks is created by SAP Signavio Process
Governance. All elements without incoming transitions are started automatically.

3.3.1 Add ad-hoc tasks to a case

You can add tasks to a case. These tasks are called ad-hoc tasks.
To add ad-hoc tasks to a case, follow these steps:

1. Open a case.

2. Below the task list, enter the task title in the text box.

3. Press or click Add task to create the task.

o The task is added to the list.

3.3.2 Add subtasks to a task

You can add subtasks to a task.
To add subtasks, follow these steps:

1. Open a task.

2. Below the task details, enter the subtask title in the text box.

3. Press or click Add to create the subtask.

o The subtask is added to the task.

3.3.3 Next steps

Assign tasks

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 3 Tasks

3.4 Assign tasks

To indicate who should work on a task, assign the task to yourself or to someone
else. The assignees find assigned tasks in their Inbox, and assignees receive
task Notifications and Reminders.

A task needs to be assigned before it can be completed. All fields are

inactive if a task is unassigned.

Any task that is open can be assigned, either in the Tasks view or in the detail
view of a case.
To assign a task, follow these steps:

1. Click the assign button next to the task name to open the list of candidates.

2. Select a group or a candidate from the list, to filter enter a name or email
address.
3. Click the group or candidate.
o The task is assigned.

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 3 Tasks

3.4.1 Change a task assignment

1. Click the assign button next to the task name to open the list of candidates.
2. Select a new candidate from the list, or start entering a name or email
address to filter.
3. Click the candidate.
o The task is reassigned.

3.4.2 Unassign a task

To unassign a task, follow these steps:

1. Click the assign button next to the task name to open the list of candidates.
2. Click Unassign.
o The task is unassigned.

3.5 Complete tasks

To complete a task, click the Done button on the task details page.

In the Task overview, completed tasks are marked with a checkmark .

When tasks include a form, the task details page displays the form and you find
the button to complete the task below the form.
Usually, there is only a single Done button. Decisions do not display a Done but-
ton. When you have to make a decision to complete a task, there is a button for
each choice. When you click your choice, this completes the task.

Anything you enter while working on a task is automatically saved.

3.6 Task details view

When you click a task in the Inbox or All tasks, the task details view opens.
The task details view consists of three areas.

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 3 Tasks

The Task overview lists all tasks associated with a particular case. The center
shows all details for the currently selected task. Here, you can complete the task

and add subtasks. The information panel shows either comments , the history

of a task , or the core information for your case.

3.6.1 Tasks overview

All open and completed tasks of a case are listed in the Tasks overview. To
switch to a different task, click the desired task. The currently selected task is

highlighted. Completed tasks are marked with a checkmark .

3.6.2 Subtasks
Subtasks are tasks that are not created by the workflow, but are added later
manually if necessary. Subtasks are listed directly under the related task in the
Task overview.

3.6.3 Next steps

Complete tasks
Information panel

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 4 Cases

4 Cases
You can use a case as a small collaboration space for a particular goal (for
example Hire employee or Sign contract). Cases typically represent more work
than a simple task for a single person, but less than a whole project. A case
breaks the goal down into concrete action items (tasks) so you can collaborate
with others. A case brings together a set of tasks, a discussion and documents,
and allows participants to share any relevant context information for the tasks.

4.1 Next steps

o Cases overview
o Case details overview
o Start a new case

4.2 Cases overview

In the Cases overview, you can view all open and closed cases of a process.
To open the Cases overview, follow these steps:

1. Click Cases in the main menu.

2. Select a process from the Cases of Process drop-down list, enter a search
term to filter.
o You can select Cases without a process and Cases of deleted pro-
cesses at the end of the drop-down list.

3. From the Case Status drop-down list, select between all cases, open
cases, or closed cases.
The cases of the selected status are listed.

4. To open case details, click a case name.

4.2.1 Manage cases

You can close and delete cases in the Cases overview.

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 4 Cases

These actions cannot be undone.

Follow these steps:

1. Click Select.

2. Select the cases you want to close or delete.

The number of selected cases is displayed.

3. To close a case, click Close, enter a reason for closing the case in the dia-
log and confirm.

4. To delete a case, click Delete, decide if you want to delete subcases in the
dialog and confirm.

4.2.2 Next steps

o Configure cases overview table
o Case details overview
o Export case data

4.3 Case details overview

The case details view consist of three areas.
The Case properties area shows case data like status, case priority, and case
due date. You can change the priority and due dates for a case here. If set, this
area also shows the current milestones.

The case end date is set automatically when the last action is
executed. While this date is not set, a case is open.

In Tasks, all tasks of a case are listed. You can add ad-hoc tasks here.
If the process contains a sub-process action, the started sub-cases are listed in
the section Sub-Cases.
You can open the information panel in this view.

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 4 Cases

4.3.1 Other open activities

In most cases, completing the last task closes the case. Sometimes, a case must
wait for a sub-process, or some other activity that doesn’t correspond to a task in
the Tasks list, to complete before closing. In these situations, you can close the
open activity manually. The open activities are usually timers, for example, an
intermediate timer event. The activities are listed in the Other open activities sec-
tion, along with any execution errors that occurred during the process.

4.3.2 Next steps

o Information panel
o Add ad-hoc tasks and subtasks

4.4 Start a new case

When you start a case, the case is based on the latest published version of the
workflow.
You can start a new case by clicking Start new case in one of the following loc-
ations:
o On the Processes page, next to the name of each published process (depend-
ing on trigger type and permission)
o In the Cases overview, for the selected process.
o In the workflow editor, on the Versions page, next to the latest published ver-
sion

If the process does not define a trigger, then you have to enter a case name.
Other trigger types generate their own case names, or use a case name tem-
plate.

4.4.1 Next steps

o Set a case name template in the process Details

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 4 Cases

4.5 Configure cases overview table

The cases overview table includes columns for workflow Variables, which cor-
respond to form fields on a trigger form or in a user task. You can customize the
case overview table for a clear overview of the process’ cases. The case name is
always shown.
To customize the table, follow these steps:

1. In the Cases view, click Configure columns.

2. To change the location of a column, click and drag the column to its new

location.
3. To edit the column’s heading, change the text in the text box.

4. To remove a column, click .

5. To add columns to the table, select new columns from the drop-down list
below the table. To filter, enter a search term.
6. To return to the table, click Back to the table.

All changes are saved immediately, there is no undo option.

4.6 Reuse start information

This feature cannot be used with public forms.

When you're filling out a form (for example when requesting time off from work),
you can start several cases re-using the same data, to avoid having to manually
fill the form with the same information each time.
To reuse start info when a process includes a confirmation message, follow these
steps:

1. Start the case by filling out the form.

o You get a confirmation message containing the Reuse start info button.
2. Click Reuse start info.
o The start form page opens with a pre-filled form field.

To reuse start information in the case detail view, follow these steps:

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 4 Cases

1. In the Case properties area, click .

2. Click Reuse start info.
o The start form page opens with a pre-filled form field.

4.7 Close a case manually

You close a case by completing all case tasks. You can manually close cases you
don't want to complete.
To close one case or multiple cases in the Cases overview, follow these steps:

1. Click Select cases.

2. Select all cases you want to close.
3. Click Close all selected cases.
4. Confirm the action in the dialog.

To close a case in the case details view, follow these steps:

1. In the Case properties area, click .

2. Click Close this case.
3. Confirm the action in the dialog.

4.8 Information panel

Each case and each task has three info panels:

o
core information
o
comments
o
history

Whenever you open one of these panels, your selection is stored in your user
preferences. The next time you open the case details or the task details, the
panel you selected in your previous session opens by default.

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 4 Cases

4.8.1 Next steps

o Core information
o Commenting on a case
o Case history

4.8.2 Core information

The core information panel displays all important information about a case. Open
the core information panel by clicking in the case details overview.
Core information can be edited or filled in with existing information from the work-
flow.
You can define the core information in two locations:
o in the Details tab of the workflow editor for existing processes
o in the Set core information action of the workflow editor when you create or
edit a process

4.8.3 Commenting on a case

Working on a case often includes collaboration with other people. You can use
the case overview to discuss a case with other people.
Everyone who has access to the case can follow the discussion. Keeping the dis-
cussion connected to the case preserves the context. In the commenting panel,
reply to existing comments to keep the discussion structured.
To view the full name of a user, hover over their avatar. To show the time stamp
of a comment, hover over the relative time.

4.8.3.1 Add a comment

Once added, comments cannot be edited or deleted.

To add a comment, follow these steps:

1. Open the commenting panel by clicking .

2. Enter your comment in the text box.

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 4 Cases

3. Optional: Format you comment with Markdown.

4. Click Submit comment.
o The comment is added

You can add comments to specific tasks or cases. When you are in the Case
details view, each comment you add is a comment for the complete case.

4.8.3.2 Add a comment to a task

To add a comment to a task, follow these steps:

1. Click the task name to open the Task details view.

2. Click to open the comments panel.

3. Enter your comment in the text box.
4. Optional: Format you comment with Markdown.
5. Click Submit comment.
o The comment is added mentioning the task in the case comment over-
view.

o The comments panel in the task details view only shows comments
for the task.
o Comments on a task can only been viewed by people with access
to that task.

4.8.3.3 Mention others in comments

You can direct a comment to a specific person. While entering a comment, men-
tion someone by typing a @ followed by their name. When you mention someone
in a comment, SAP Signavio Process Governance sends them an email noti-
fication.
You can also mention two specific user groups, corresponding to people working
on the case. Enter @all to mention all participants in the case. Enter @open to men-
tion the assignees of open tasks within the case.

4.8.3.4 Format comments and add links

You can use Markdown formatting in comments for things like text styles, head-
ings and lists. Markdown can also be used to use a specific word or phrase as a
hyperlink. n-text URLs (like http://example.com) are automatically turned into

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 4 Cases

hyperlinks.

4.8.3.5 Next steps

o Format comments and links with Markdown

4.8.4 Attach documents to a case

Once uploaded, attached documents cannot be edited or deleted.

You can attach documents a case to share with the case’s participants. For
example, you can upload CVs for cases in a job vacancy process. Anyone with
access to the case can download the uploaded documents.
To attach a document to a case, follow these steps:

1. Open the commenting panel by clicking .

2. Click Upload document.

3. Select the file you want to upload.
o The uploaded file is visible in the comment panel and the history panel.

The maximum file size per file is 50 MB.

4.8.4.1 Download a document attached to a case

1. Click the attached document in the comment panel or the history panel.
2. Select a location to save the document.
3. Click Save.

4.8.4.2 Next steps

o If cases regularly require the same document as part of the process, make this
clearer to people who work on cases by adding a file upload form field to a
User task form.

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 4 Cases

4.8.5 Case history

The case history panel shows a timeline of events for a selected case. Open the

history panel by clicking in the case details overview.

To view the timestamp of an event, hover over the event in the timeline.
Events in the history panel that include forms are collapsed by default. To view
the form data, click the event.
You can select to only view documents or submitted forms.
When you view a task, the case history panel only shows events related to the
selected task. To view all events of the case, click this case.

4.9 Delete cases

You can delete cases, for example test cases you created while developing initial
versions of a process model. Cases are closed automatically when all tasks are
done, you don't need to delete closed cases.
To delete cases in the Cases view, follow these steps:

1. Click Select cases.

2. Select all cases you want to delete. You can select multiple cases at once.

3. Click Delete all selected cases.

4. Confirm the action in the dialog.

o In the dialog you can also delete all subcases.

To delete a case in the case detail view, follow these steps:

1. Click a case in the Cases view.

The case details view opens.

2. In the Case properties area, click .

3. Click Delete case. Confirm the action in the dialog.

o In the dialog you can also delete all subcases.

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 4 Cases

4.10 Export case data

You can export information about cases of a process to a CSV file to open in a
spreadsheet. CSV files can for example be used for reporting or auditing.
To export case data, follow these steps:

1. In the Cases overview, click Export as CSV.

2. Edit the CSV export settings if necessary:
o sort the exported cases
o filter by status (open or closed)
o specify the output format
3. Confirm with Export.
o The CSV file is downloaded to a location depending on your browser set-
tings.

The output format determines which characters are used in the CSV output to sep-
arate characters and lines:
o Standard - conventional CSV format
o Excel - Microsoft Excel compatibility mode
o Excel (Northern Europe) - better Excel compatibility for some European coun-
tries
o Tabs - separate values with tabs instead of commas.

o The CSV export uses UTF-8 text encoding. Select UTF-8 when
opening the CSV in Microsoft Excel, to preserve characters such as
letters with accents.
o Try a different output format option if you have problems loading
the exported CSV file into another application, such as Microsoft
Excel.

4.10.1 Next steps

Analytics (reporting)

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 4 Cases

4.11 Failed tasks

An automatic task can fail for an external reason that you can resolve. For
example, a Google Drive - Upload file task fails if the configured Google account
doesn’t have permission to write to the selected Google Drive folder.

4.11.1 Retry failed tasks

You can manually retry some failed tasks, after resolving the external issue, so
that task completes successfully and case execution continues.

To retry a task, click in the tasks list.

4.11.2 Skip failed tasks

You can manually skip some kinds of failed task, so that case execution con-
tinues.
To skip a failed task, follow these steps:

1. Click in the tasks list.

2. In the dialog, enter a reason for skipping the task.
3. Confirm with Ok.
o The history panel shows the reason with the task completion event.

4.12 Skip intermediate timer events

When a process includes an Intermediate timer event , case execution waits for
the timer to complete before continuing. If you want to continue immediately
without waiting for the timer, you can manually skip a timer
The case details view shows open timers in the Other open activities section.
To skip a timer event, follow these steps:

1. Click in the tasks list.

2. In the dialog, enter a reason for skipping the task.

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 4 Cases

3. Confirm with Ok.

o The history panel shows the reason with the task completion event.

4.13 Ad-hoc cases - cases without a process

SAP Signavio Process Governance supports two types of cases, cases started
from a predefined process and cases not connected to a process (ad-hoc cases).
You can use ad-hoc cases for one-off goals.
In the Cases tab, you find all existing ad-hoc cases when you select Cases
without a process in the Cases of Process drop-down list.

4.13.1 Create an ad-hoc case

1. In the Cases tab, select Cases without a process from the Cases of Pro-
cess drop-down list.
2. Click Start new case.

3. Enter a name for the ad-hoc case and press .

o A new ad-hoc case opens.

4.13.2 Next steps

o Add ad-hoc tasks and subtasks
o Assign tasks

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 5 Processes

5 Processes
A process defines a template for automating repetitive work, like a recipe that
describes the actions that you perform to achieve a goal. For example, consider a
Hire employee process. Each time an organization hires someone, the recruit-
ment team has to complete a number of tasks, including Evaluate CV, Plan inter-
view and Interview candidate. Each time someone starts the process, SAP
Signavio Process Governance creates a new case.
Use the process builder to create and configure executable processes. You can
think of an executable process as a kind of software, but you will find it easier to
build automation using processes. With SAP Signavio Process Governance, non-
technical people can create useful processes.

5.1 Browsing processes

Select Processes in the main menu to browse your organization's processes.
Each process has an icon that indicates what kind of Triggers it has, the process
owner’s avatar and the process name. You can also add labels to categorize pro-
cesses. If you have published a process, you can start a new case in this view.

5.1.1 Filtering the processes list

To make it easier to browse a long processes list, you can filter the list so it only
includes the processes you want. You can use a combination of several filters, to
limit the list to processes that match the selection.
o Labels - select one or more labels
o Owner - select a user
o Trigger - select a trigger type: Email, Form, Manual, or Signavio Approval
Workflow
o More Filters - select a publication status: Published or Unpublished

To remove a filter, select it again.

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 5 Processes

5.2 Creating a process

To create a process, select Processes in the main menu, then click Create new
process. In the text input field, enter a process name.

5.2.1 Choosing a good process name

Use the following guidelines to choose a good process name, to make the list of
processes easier to read and talk about.

1. Describe the process goal.

2. Use an imperative verb phrase that completes a sentence like For your next
job, you have to…
3. Use more than one word, to get a descriptive name.
4. Avoid using more than three or four words.
5. Avoid vague words like "manage", "do", "process" or "handle".

Hire employee, for example, summarizes a process better than Recruitment.

If you group or annotate process names by adding prefixes or suffixes, consider
using Labels instead.

5.2.2 Next steps for a new process

Once you have created a process, continue to build the process model using the
following process builder sections.
o Triggers determine how you start new cases for the process
o Actions define the flow for tasks and other steps in the process
o Details include process metadata and access control.

5.3 Labels
When several departments in your organization create processes, the processes
list becomes full of other people’s processes. Labels categorize processes so you
can filter the list by label.

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 5 Processes

After creating a process, select Click to add labels under the process name and
choose one or more labels from the list. The list of labels can be configured by
administrators. Click a label's delete icon to remove it from a process.

5.4 Triggers
A trigger in a process specifies how the process starts. Triggers do not have any
relation to a Start event.

5.4.1 Manual trigger

A manual trigger gives you the simplest way to start a process. With a manual trig-
ger, you start processes manually, by selecting a process and then selecting
Start new case.

5.4.2 Form trigger

Form triggers allow you to start a process by using a form.
There are two kinds of form triggers: public and private.
o Public form triggers allow anyone, including people outside your organization
without user accounts, to start processes in your organization via a form.
Public forms do not have user or connector fields, for data security reasons.
When a private form containing those fields is made public, SAP Signavio Pro-
cess Governance automatically removes them from the form. Cases that are
created via a public form trigger don't have a case creator listed, even if they
were created by a logged in user.
o Private form triggers allow only registered members of your organization to
start a process via a form.

You can activate and deactivate the public form trigger by clicking the Turn into
public form trigger button and publishing a new version of the process. (The Ver-
sions tab will record if a public form was used in any of the previous versions of a
process.)
Regardless of the type, after selecting a form trigger, use the form builder to spe-
cify form fields.

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 5 Processes

For some processes, such as an HR request from an employee, the person who
starts the case doesn’t have access to view the case. This means that after using
a form trigger to start a case, they don’t see the case details view, and might not
know that the case started successfully. For these processes, you can use the
Confirmation Message template to show a message to the case creator.
In the template, you can use placeholders to insert trigger form field values. Press
# to select a form field value. If you do not define a confirmation message, you get
a default message informing you that the case is closed and you don't have per-
mission to see it.

5.4.3 Email trigger

An email trigger starts a new case for each email that you send to the trigger’s
SAP Signavio Process Governance email address. Note this differs from reading
an existing email account, such as your own. After selecting the email trigger, you
can see its email address:

Mail trigger configuration

The email trigger creates a Trigger email variable.

You can use an email trigger by adding the trigger email address to a mailing list,
such as [email protected] or [email protected]. You’ll have to ask the admin-
istrator of the mailing list to add the process trigger’s email address to the list.
Once you have done this, the process trigger address will also receive any email
sent to the mailing list, starting the process in SAP Signavio Process
Governance. You will then see the email in the history panel.

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 5 Processes

o Anyone who knows the email trigger address can use it to start a
new case. We recommend that you do not share the email trigger
addresses of any process. In case an email trigger address has
been compromised, please contact our SAP Signavio service
experts on the SAP ONE Support Launchpad.
o To protect the system from a Denial of Service attack, there is a
rate limit for the email trigger in place. A maximum of 500 emails
per process per hour are sent.

5.5 Actions
Actions represent the steps in a process - things to do. Actions include things like
user tasks in SAP Signavio Process Governance, operations on a file in a doc-
ument management system or any other actions that represent work that
someone will perform as part of a process. When starting a process, SAP Sig-
navio Process Governance will execute the actions in a process in the proper
order. The process Control flow determines this order, using transitions, gate-
ways and events.
A process can include different Action Types. A user task will create a task in a
case. A Send Email action will send an email. A Google file upload action will
upload a file to a Google Drive folder.

The Process builder’s actions palette

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 5 Processes

The BPMN diagram editor shows actions and control flow elements, such as
events and gateways. Use the diagram editor to add sequential flows between
actions, decisions and other control flow behavior.

5.5.1 Adding a transition

A transition specifies sequential flow, which means the next action only starts
when someone has completed the previous one.
To add a transition, click to select the first action. Several symbols appear to the
right of the selected element:

Start creating a transition by dragging the transition symbol to the destination

Click the transition symbol and drag it to the destination element. When you
drag the symbol over the destination element, it indicates that you can drop to cre-
ate the transition:

Creating a transition hovering over destination

Release the mouse button over the destination to create the transition.

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 5 Processes

5.5.2 Creating the next user task

You can easily create the next User Task in a process in the same way you cre-
ated transitions, above. Start by selecting the previous action:

Start creating the next user task by dragging the action symbol

Click the rounded rectangle symbol and drag it to an empty place on the can-
vas.

Drag the rounded rectangle symbol to an empty place

Drop the symbol where you want to create the next user task. Release the mouse
button to create new user task where you dropped it, with a transition from the pre-
vious action.

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 5 Processes

Adding the next user task and its transition at the same time

Alternatively, just click the user task icon to create a new user task in the
default location, with a transition.

5.5.3 Changing the action type

Sometimes, modifying a process means changing an action from one type to
another. In the recruitment process, you might change the action to reject the can-
didate from a manual task to an automatic email task.
To make this change, first select the action in the process editor to open the con-
figuration panel, then click the action type icon at the top-left corner of the con-
figuration panel to open the list of action types. Next, select Send Email from the
list to change the action type.

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 5 Processes

Changing a User task to a Send email task.

Changing the action type discards the previous action type’s con-
figuration, such as a user task form or an email template. If you change
the action type back, the editor will not restore the original con-
figuration.

5.5.4 Control flow elements

The diagram also includes control flow elements, such as events and gateways.
Unlike actions, control flow elements don’t represent something that should hap-
pen. Instead, you use events and gateways to specify the flow between the
actions.

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 5 Processes

5.6 Details
In the process builder, select the Details tab to further configure the process.

Configuring process details

On the General tab, configure the following process properties.

o Process owner - shown on the Processes page to indicate who has respons-
ibility for a process model, and used as the default recipient of some Noti-
fications.
o Process description - documents a process, usually by describing the process
goal.
o Case name template - the name for new cases of this process, usually con-
taining trigger Variables so that each case has a different name.

Use the Access control tab to restrict access to this process and its cases.
Use the Fields overview tab to view and rename this process’ Variables.
Use the Core information tab to view and edit important information about a pro-
cess or case.

5.7 Versions
When you use the process editor to edit your process model, SAP Signavio Pro-
cess Governance saves all of your changes immediately. You can go back and
edit the process again later, and it will not have changed. However, to execute a
process by starting a new case you need a published version.

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 5 Processes

5.7.1 Publishing a process version

The process editor’s Versions tab shows a list of published versions. Until you
publish a version of a process, the following message is displayed:

The process editor’s Versions tab with no published versions

You can only start a new case for a process that has a published version, hence
the button displays Publish to run this process. After you publish the first ver-
sion, the list shows version #1 and you can start a new case using that version.

The Versions list after publishing the first version

Version #1 always has the description Initial version. For later versions, you can
add your own description.

5.7.2 Adding version comments

After the first published version, you can add a comment to describe the changes
when you publish a new version of a process.
You can omit the version comment, but it helps collaboration between team mem-
bers by making process modeling more transparent.

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 5 Processes

Published versions with descriptive version comments

In this example, each version has a short comment that describes the changes.

5.7.3 Writing good version comments

When you write version comments, use the following tips to make them more con-
sistent and useful.
o Make the comment an imperative phrase that starts with a word like "Add" or
"Fix".
o Capitalize the first word and don’t include a full-stop at the end, for con-
sistency.
o Describe specifics, instead of vaguely referring to "changes".
o Keep it short; 3-10 words usually suffice.
o Consider making the comment longer to explain why you made this change.

You may find it easier to publish a series of small changes, creating a number of
intermediate versions instead of one big change. Fine-grained versions make the
version history more useful.

5.7.4 Re-publishing a process version

If you change a workflow to handle a temporary situation, such as an under-
staffed team, you may wish to go back to the original workflow when you have
resolved the situation. Use the Re-publish option to change which process ver-
sion new cases use.

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 5 Processes

1. On the Versions page, select the re-publish/restore button next to the name
of the original version you want to use again.
2. On the Re-Publish or Restore dialog, select Re-Publish.

SAP Signavio Process Governance will now publish a new copy of the selected
version. New cases will now use this new published version. Re-publishing a pro-
cess version does not affect unpublished changes you are working on.

5.7.5 Restoring a process version

While improving a workflow and publishing a series of process versions, you may
want to look at an earlier version. You can use the Restore option to abandon
your unpublished changes, and instead continue editing a previous process ver-
sion.

1. On the Versions page, select the re-publish/restore button next to the name
of the version you want to edit.
2. On the Re-Publish or Restore dialog, select Restore.

SAP Signavio Process Governance will now replace your unpublished changes
with the selected version. Restoring a process version does not change the pub-
lished version that SAP Signavio Process Governance uses to start new cases.

5.8 Variables
Variables contain the workflow data that the process defines. You can use vari-
ables in a case name template and when configuring the output of some action
types. For example, you can use variables to repeat workflow data on a User task
form, or include a variable value in an email task subject line or body text.
These variables contain all of the information from forms as well as information
required by the process actions. Each case stores its own values for each work-
flow variable.
You usually add a variable to your workflow by adding a form field. You can also
create variables in a JavaScript action (Script task), to capture data that the
script retrieves or calculates.

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 5 Processes

In addition to your own workflow variables, SAP Signavio Process Governance

automatically creates variables that give you access to additional data in each
case. The Case variable contains data from when SAP Signavio Process
Governance creates the case. An Email trigger adds an email variable that con-
tains the trigger email.
Variables can have different Data types and formats that determine which kind
of data the variable stores, such as text or a date, and whether the data has a
single value or contains multiple fields.

5.9 Roles
Creating a role gives a process-specific name to whoever performs one or more
process tasks. You can optionally configure a role with a list of candidates. Roles
have the same function as swimlanes in BPMN.
Process roles differ from organizational roles. A process role only lasts for the dur-
ation of a case, while organizational roles last longer and relate to the job you per-
form at the organization. For example, when you have a meeting, one person
sometimes takes the role of chairperson. That person doesn’t have the job title
Meeting chair - they’ve just adopted that role for the duration of the meeting.
A process in SAP Signavio Process Governance can define roles, in the same
way that a business meeting ‘process’ has roles for whoever chairs the meeting
(the Chair) and whoever takes minutes (the Secretary). The following meeting pro-
cess model assigns the tasks on the top row to the Chair and the tasks on the bot-
tom row to the Secretary.

A Meeting process, with tasks for Chair (top row) and Secretary (bottom row) roles

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 5 Processes

In each meeting (each case in SAP Signavio Process Governance), one person
takes the role of chair, and one the role of secretary. These assignments gen-
erally don’t change during a meeting. Similarly, SAP Signavio Process
Governance role assignments don’t change during a case. SAP Signavio Pro-
cess Governance automatically assigns each new task with a role assignment to
the person who already has the role.
In SAP Signavio Process Governance, a process role works like a workflow vari-
able that you use to assigning tasks. A role variable has the User type and stores
a single user.
These process roles differ from organization roles. For example, you can have
the Team lead role in your organization, an assignment that does not necessarily
have an end date. A process role, such as Meeting chair, has a different scope
and only applies for the duration of a single case.
To assign a role to a user task, open the task’s configuration panel, select the
General tab, and select a role in the Assign using a role menu on the right-hand
side.
You can also use the edit icon next to the role name to rename the role.

5.9.1 Role candidates

You can use a role to assign multiple tasks a person from a group of candidates.
For example, you might have a support process that includes three user tasks
that you assign to a support engineer.
Instead, assign the three tasks to a new role called Support engineer, and add
the relevant people as candidates for the role.
Creating the first task that has a role will notify all of the candidates for the role.
When one of the candidates takes the task, SAP Signavio Process Governance
will assign the subsequent tasks with the same role to the same person. That
helps this person work more efficiently because they have the context knowledge
about that case.
If you reassign a task that has a role assignment, SAP Signavio Process
Governance will update the role variable, and assign all subsequent tasks with
the same role to the new assignee.

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 5 Processes

5.9.2 Using a form field to assign a role

When you execute a process, you usually assign a specific person to a role by
using the assignee button to select someone. Sometimes, you want this assign-
ment to an explicit part of the process, to make sure the assignment happens at
the right time. For example, you may find it important to assign the Support engin-
eer before completing an Initial investigation task.
You can do this by adding the role assignment to a form, because you can use
task assignment roles as process variables, just like any other User form field.
To add a role assignment to a form, first define the process role, such as the Sup-
port engineer role created above, then on the form, under the Reuse field head-
ing, select the role variable to add it to the form.
Alternatively, you can first define the Support engineer role by adding a field with
type User to the Initial investigation task’s form, and then select the Support
engineer role on another user task’s General configuration.

5.10 Process locking

In the process builder, only one person can edit a process at a time. If someone
else is editing a process, the Processes list shows you a message.
You can still open the process, but you get a warning message explaining that
you cannot make changes:
You can edit the process and make changes after the other person leaves the pro-
cess editor.

5.11 BPMN import

You can import a SAP Signavio Process Governance process model from a
BPMN 2.0 XML file. You can use this to import a model that you created in
another tool, or to load a file that you saved using the BPMN export option.
To import a process model, on the Processes page, click Import BPMN and
select the BPMN XML file.

The Import BPMN button on the Processes page

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 5 Processes

SAP Signavio Process Governance does not support all BPMN 2.0 elements, so
the process may appear differently in SAP Signavio Process Governance. The fol-
lowing table lists supported BPMN elements, and the corresponding action type.

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 5 Processes

Supported BPMN elements

BPMN element Action type

SAP Signavio Process Manager - DMN

Business rule task
task

Call activity Sub-process

End event End event

Exclusive gateway Exclusive gateway

Intermediate timer event Intermediate timer event

Manual task User task

Parallel gateway Parallel Gateway

Script task JavaScript action (Script task)

Send task (type=email) Send email

SAP Signavio Process Manager - Set

Service task (type=changeState)
model state

Service task (type=boxFileUpload) Box - Upload file

Service task (type-

Google Drive - Add calendar event
e=googleAddCalendarEvent)

Service task (type-

Google Drive - Add row to sheet
e=googleDriveAddRow)

Service task (type-

Google Drive - Upload file
e=googleDriveFileUpload)

Start event Start event

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 5 Processes

BPMN element Action type

Sub-process (embedded) Sub-process

Swim lanes Roles

Task User task

User task User task

SAP Signavio Process Governance removes unsupported elements, such as

message events.

5.12 BPMN export

You can export a process model as a BPMN 2.0 XML file. You may find this use-
ful for opening the model in another tool that supports BPMN, or to make a
backup that you can load using the BPMN import option.
To export a process model, follow these steps.

1. Open the model in the SAP Signavio Process Governance process editor.

2. Click the menu and select Export BPMN 2.0 XML.

This results in a file download that describes your process model in BPMN
format. Only export of one kind of BPMN file is possible, so there aren't any
options to configure.

5.13 Copying & deleting processes

You can create a copy of a process or delete a process using the process menu.
The process menu is located under the process name.
The options Create a copy and Delete process can be selected after you click

the menu.

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 5 Processes

The Create a copy option duplicates the process in the same organization. You
may find it useful to duplicate a process if you want to experiment with changes
without publishing changes to a live process. You may also want to duplicate a
process to model a special case of the process, instead of adding a conditional
flow to the standard process.
The Delete process option permanently deletes a process. You can also chose
to delete all of its cases. When you click Delete process, a confirmation dialog
opens. There, you can select to delete all of the process's cases before con-
tinuing.
You cannot delete individual cases, which you might want to do if you have cre-
ated test cases while developing the process. However, you can use Create a
copy and Delete process to duplicate a process and then delete the original. This
deletes all of the cases with the original process, and leaves a copy with no
cases.

5.14 Fields overview

Fields overview lists all fields in a process.
To see where a field is used, expand the field details.

If you rename a field in one location, the field is renamed everywhere

in a process.

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 5 Processes

Before you change or rename a field, check the listed locations to make sure that
the change has no undesired effects.
You can also use the Fields overview to see if a field has been deleted every-
where.

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 6 Access control

6 Access control
You can use access control in SAP Signavio Process Governance to restrict who
can access a process, edit cases, or access specific tasks within a process. Pro-
cesses and tasks default to public accessibility, which means that all users in the
organization have access. When you configure access controls, you restrict
access to specific users or groups.

6.1 Restrict access to processes

o Changes to the access rights for the process and for report cre-
ation are applied immediately.
o Changes to the access rights for cases take effect when a pro-
cess is published and are not applied to existing cases. When
you publish an access-restricted version of a process, all cases
started before the publication stay accessible.

To apply process restrictions, follow these steps:

1. Open a process and select Details.

2. On the Process details page, open the Options tab, it has an Access rights
section.

3. Click Make this process private to configure access control.

4. Grant permissions to users and groups.

When you make a process private, you can grant six different permissions to
users and groups.
Edit process Make changes to a process and publish new versions.
Start process Start new cases for the process.
See process See the process in the list of processes.
Edit cases Work on the process’ cases, by editing or completing tasks.
View cases View the cases for the process.
Create reports Create reports of the process.

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 6 Access control

For example, use the permission:

o Edit process, granted to a group, to restrict process editing to experienced pro-
cess modelers
o View process, granted only to your own user, to hide incomplete or draft pro-
cesses from other people while you create a first version
o Start process, granted only to your own user, so that people with View pro-
cess and Edit process permission can collaborate on process modeling but
cannot start cases until you publish it
o Edit cases, assigned to one group but not another, to allow one group to work
on cases, while the other group can view their work.
o View cases, assigned to a group, to restrict access to cases that contain sens-
itive information,
o Create reports, granted to a business user group to allow them to analyze pro-
cess metrics.

To remove all access restrictions on the process, click Make this process public.

6.2 Restrict access to user tasks

You can also restrict access to individual user tasks in a process. By default, user
tasks have the access rights set for the process.
To apply user task restrictions, follow these steps:

1. Open a process and select the user task.

2. In the user task configuration panel, open the Access Rights tab.

3. Click Define specific access to configure access control.

4. Grant permissions to users and user groups:

o View task - review the task and participate in discussion by adding com-
ments
o Edit task - change the task’s title, assignment and due date, and create
subtasks.

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 6 Access control

6.2.1 Example
Suppose you have a process that includes an approval, where someone from a
Managers group must approve or reject a request from someone in the Employ-
ees group. You need to use the Edit task permission to restrict access to the
approval user task, so that only managers can provide the approval.

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7 Analytics (reporting)
When you work in or manage a team, you sometimes have questions about the
work in progress or completed work. For example, management decisions about
team resources might depend on what work the team completed last month and
what work remains incomplete. While day-to-day case work focuses on com-
pleting one task at a time, managing a team of case workers demands an aggreg-
ated overview of the team’s work.
The Analytics menu makes it possible to create and share reports that provide
these overviews. Each report runs on demand and aggregates a process’ cases
in tabular and graphical form in the web user interface.
You can also export your case data for an investigation in SAP Signavio Process
Intelligence, read more in the section Export case data for SAP Signavio Pro-
cess Intelligence.

7.1 Create and manage reports

Creating and viewing reports requires the Create reports and See pro-
cess permissions, see Restrict access to processes.

To create a report, follow these steps:

1. Select Analytics in the main menu.

2. Click Create new report.

3. Enter a descriptive name for your report.

4. In the General tab, select a Process from the processes published in your
organization.

5. If necessary, filter your data. See details below.

6. If necessary, configure the report columns.

A report is created.
The report is listed when you open the Analytics tab. By default, only you
can view the report.

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7.1.1 Filter cases

You can filter which cases a report includes, by status or by the values of the pro-
cess variables.

7.1.1.1 Filter cases by status

To filter cases by status, click Case status and select a case status from the
options all cases, open cases, or closed cases. For example, you can use this fil-
ter to create separate reports for completed work and outstanding work.

7.1.1.2 Filter cases by variables

You can add conditions to specify in detail which cases are included in a report.
To filter cases by variable values, follow these steps:

1. In the section Filters, select if all or some conditions need to be met.

2. Click Add another condition.

3. Enter the parameters for your condition in the 3 fields:

o Select a field in the first list.
o Select a comparison operator from the second list. Default is equals.
o Specify your condition in the third field.

For example, a monthly case report needs two conditions for the Case / End date
field, using the is after and is before conditions to define a date range.

The symbol indicates that a condition isn't specified yet.

To clear a field, click the clear icon .

To remove a condition, click the trash can icon .

7.1.2 View and export results

The report shows a table of all cases of the process, one case per row. The table
header indicates the number of cases included in the report. Click Configure
columns to select which columns the table includes.
To create your own report and visualization using different spreadsheet software,
you can download the report data as a CSV file.

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7.1.3 Grouping and charts

You can group cases by one of the process variables, so that cases with the
same value appear together in the table. By grouping cases, you can also add
visualization to the report.
To compare the number of a variable in a pie chart, follow these steps:

1. Select a variable from the Group by list.

2. In Show each group's, select Count.

3. Select the variable of which you want to illustrate the distribution.

To compare data in a bar chart, follow these steps:

1. Select a variable from the Group by list.

2. In Show each group's, select Average, Minimum, Maximum or Sum.

3. Select the variable of which you want to illustrate the distribution.

7.1.4 Share a report

o Currently you can only grant viewing permissions.

o Users and groups who want to view a shared report need the per-
missions See process and Create reports for the process. See
section Access control for details.

By default, only you can view the reports you create.

To share a report, open the Share tab. Here, you can give users, groups, or
organizations access to your report.

7.1.5 Delete a report

To delete a report, click below the report title and select Delete report.

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7.1.6 Next steps

o To view all cases of a process without creating a report, use the Cases over-
view.
o Report creation example

7.1.7 Report creation example

In this section, the report creation is shown with an example. For the process
Evaluate training course, which collects ratings for training courses, the report
should show the ratings in a pie chart.
First, you create a new report. In Analytics in the main menu, you click Create
new report. Then, you enter a name for the report that describes the data, in this
case Training course evaluation results.
In the list Select a process you choose the published process Evaluate training
course. Now, a report is created.
The report shows a table of all of the cases of the process, one case per row. You
only need to include cases that are closed, because closed cases correspond to
completed evaluations, so you select closed cases in the Case status list.

You also need to filter cases by variable values. You use Add another condition
to filter for all Time management courses.

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To show a pie chart of the course evaluation ratings, you select the Rating vari-
able from the Group by list. Then, you select the Count of Case values to count
the evaluations with each distinct rating value.

Grouping evaluations by rating, and counting the number of evaluations with rating 3, 4, or
5.

To show a bar chart of the average rating for each course, you group by the
Course (title) and show the Average of Rating values.

Grouping evaluations by course title, and calculating each course’s average rating.

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You want to share the report with Paula. In the Share tab, you add her so she
gets viewing permission for the report.

Paula now can view the report in the Analytics tab.

7.2 Export case data for SAP Signavio Process

Intelligence

You need Create reports permission for a process to export case

data.

Case data is exported as CSV files. You can modify the CSV files after download,
for example to anonymize the data.

7.2.1 Case events

Case events are necessary for an investigation in SAP Signavio Process Intel-
ligence. Case events contain activities (for example user tasks) and events. Only
completed activities are included. Gateways are excluded.
The case event file contains the following columns:
o Case ID
o Activity type
o Activity name

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o Activity ID
o Start time
o End time

7.2.1.1 Export case events

1. On the Analytics tab, click Export case events.

2. Select a process.

3. If necessary, filter your data.

4. Click Export.
The file is saved to your browser's download folder.

5. In SAP Signavio Process Intelligence, upload the data as an event log and
start an investigation.
Read more in the sections Upload process data files and Visualize data in
investigations.

Different activities or events with the same name are recognized as one in SAP
Signavio Process Intelligence.
Each activity and event must have a name, otherwise the upload fails. You can
modify the CSV file to add missing names, and to combine activity name and
activity ID.

When you upload new data to an existing process in SAP Signavio Pro-
cess Intelligence, set the process merge strategy to Overwrite. Read
more in section Set the merge strategy for event data.

7.2.1.2 Filter case events

By default, all case events are exported.

You can export case events for a specific time frame, for example to download
only the latest case events or to divide larger exports into smaller files.
To filter the case events, enter a start date and an end date in the section Cases
started between: before you click Export.

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7.2.2 Case attributes

Case attributes provide additional information about cases. To use case attrib-
utes in an investigation, you first need to upload the case events of the same pro-
cess to SAP Signavio Process Intelligence.
While the case event file contains fixed columns, you can configure the columns
for a case attribute export.

o Not all data types created by SAP Signavio Process Governance

are supported in SAP Signavio Process Intelligence.
o To export the complete data set, don't use grouping or filters . You
can filter your data in SAP Signavio Process Intelligence.

7.2.2.1 Export case attributes

1. On the Analyticstab, click Create new report.

2. Enter a name for your report that describes the data.
3. In Select a process, choose the same process you selected for your case
event export.
4. Click Configure columns and add the column Case / ID.
5. Add or remove columns as necessary.
6. Save your changes by clicking Back to the table.
7. Click Download full result set to download the data in a CSV file.
8. Upload the data as a case attribute log to an existing process in SAP Sig-
navio Process Intelligence. Read more in section Upload process data
files.

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8 Search
Use the search function in SAP Signavio Process Governance to find the fol-
lowing items:
o Tasks
o Cases
o Processes
o Reports
o Comments

Included in the search are the entries in the name field of the categories, process
descriptions and comments.

o Search for exact phrases by putting the phrase in double-quotes

"".

o Use complete words as search terms.

o Wildcards are not supported.
o The search is not case-sensitive.

You can open the search page via the search icon in the main menu bar.

1. Enter a search term.

o For every category, the number of results is listed on the left. After
selecting a category, you see a list of all related results on the right.
The list is ordered by relevance. Click a result to open it.
o The folder icon next to the case name indicates the case status - open
or closed.
o The checkbox next to the task name indicates the task status - open or
completed.

2. If you do not get the expected search result, refine your search, for example
by adding or excluding keywords.

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9 Action Types
When you create Processes, actions are displayed as rounded rectangles.
Actions typically have a configuration panel that opens when you select the
action.

9.1 User task

A user task indicates that a person performs a task.

In the configuration form, you can specify the following optional details:
o General - assign a task to a user or a process role.
o Form - add a form to a task; submit the form to complete the task.
o Reminders - task deadline notifications.
o Escalations - automatic task reassignment.
o Automatic close - define a duration for the task to be completed, after
which it will close automatically.
o Access rights - task permissions for users and groups.

9.1.1 General
Use the General tab to specify the task’s default assignee or candidates.
As candidates, you can select the following:
o individual users
o variables of type user (or list of users)
o user groups

You can also specify a role for the task’s assignment, similar to a BPMN swim
lane, so that SAP Signavio Process Governance automatically assigns related
tasks to the same person.

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9.1.2 Task name template

You can use task name templates to create dynamic task names from Variables.
Enter the task name template in the General tab of the user task configuration
panel. In the text field, type a # to select a variable.
Use task name templates to avoid a Tasks view that fills up with identically-
named tasks.

9.1.3 Form
Use the form builder to create a user task form for entering and updating data as
part of the user task. To use dynamic due dates for tasks, add or reuse a date
field or a duration field.

9.1.4 Reminders
Use Reminders to set up notifications on task deadlines. If you configure a Due
date or a Reminder period, then SAP Signavio Process Governance sends an
email when the deadline expires.
SAP Signavio Process Governance sends these notifications to the task’s
assignee if the task has an assignee, or to all of the task’s candidates if the task it
not assigned. If the task remains unassigned and does not have any candidates,
SAP Signavio Process Governance sends the notification to the process owner.

Due date

With Due date, you can specify an automatic task due date.
To set a date relative to the task’s creation date, click the text field and set the

desired time. To reuse a duration field , click and select the field from the
drop-down list. To find a field, enter a search term.

To set an absolute due date, you need to reuse a date field (date or date/-

time). Click and select the field from the drop-down list. To find a field, enter
a search term.
The due date is visible in the task inbox.

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Once a due date is set for a task, it can only be changed manually. If
you change a due date for one task, the due dates for other tasks
aren’t changed automatically.

Reminder

A Reminder works separately from the due date and only sends a reminder noti-
fication, which you can use to remind task assignees and candidates earlier than
the task deadline.
With Continue reminding, you can add recurring reminders.SAP Signavio Pro-
cess Governance sends a maximum of 25 reminders for one task.

To reuse a duration field , click and select the field from the drop-down
list. To find a field, enter a search term.

9.1.4.1 Escalations

You can also use the Reminders configuration panel tab to configure escalations.
Use escalations to automatically reassign a user task when a deadline expires.
To take over a task in an escalation, you can select the following:
o individual users
o variables of type user (or list of users)
o user groups

Follow these steps:

1. On the Reminders configuration panel, select Escalations.

2. In the After field, set a period to wait after the task creation date. When that
time period has passed, SAP Signavio Process Governance automatically

reassigns the task. To reuse a duration field , click and select the
field from the drop-down list. To find a field, enter a search term.

3. In the Escalate to field, select who receives a task escalation notification

and take over the task. If you leave this field blank, the task escalates to the
process owner.

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9.1.4.2 Automatic close

This feature allows the setting of a specific duration of time to complete a task,
after which it will automatically be closed. For example, you can use this feature
to assign certain inspection tasks to managers, and give them a set time to com-
plete them. If they don't complete them in the specified time frame, the task is
closed automatically and the execution of your process continues.

This feature does not work for tasks that require a manual decision. If
you try to use it with a manual decision, SAP Signavio Process
Governance will stop executing your process at the gateway.

9.1.5 Access rights

Use the Access Rights tab to set permissions for viewing, assigning, and com-
pleting the task. See Restrict access to user tasks for details.

9.2 Multi-user task

A multi-user task indicates that a group of people will each perform the same user
task. You can use this to model multiple approvals, where several people in a
group must approve a proposal.
In the configuration panel, you can set the same configuration as for a user task,
plus the following additional configuration.
o General - assign tasks to users and groups
o Results - specify how form fields map to lists of values

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9.2.1 General
Use the General tab to specify the users to create tasks for. The multi-user task
creates a task for each user or group member.
You can also specify parallel or sequential Execution type. If you select Parallel,
the multi-user task will create all of the tasks at the same time, for their assignees
to complete in any order. If you select Sequential, the multi-user task will create
one task at a time, and wait for its assignee to complete it before creating
another.

9.2.2 Form
Use the form builder to create a task form for entering and updating data as part
of the task. To use dynamic due dates for tasks, add or reuse a date field or a dur-
ation field.

9.2.3 Results
Use the Results tab to map each form field to a list of values. This list collects the
values entered by the people who complete the tasks that this multi-user task gen-
erates.
To use the results of a multiple approval, use a JavaScript action (Script task) to
implement whatever logic consolidates the list of results in the list into a single
decision.

9.2.4 Manual decision (Exclusive gateway)

The multi-user task supports manual decisions. If an exclusive gateway follows a
multi-user task, you can configure the buttons that reflect the possible decisions
of this gateway. The buttons are displayed in the form of the multi-user task.
Select the decision type Manual for the exclusive gateway. Then choose the
decision option from the drop-down menu:
o All users have chosen this option
o At least one user has chosen this option

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9.3 Send email

The send email action sends an email to the specified user.

The maximum size for an email is 10 MB including attachments.

When an email was sent successfully, the case event email was sent is added to
the case history. If the email can't be sent because it exceeds maximum size, it is
sent without attachments. If this is successful, the case history shows the event
email was sent without attachments. If sending the reduced-size email is not suc-
cessful, the email won't be sent. In this case, the case history shows email could
not be sent.
In the configuration you can specify the following:
Sender name By default, the email is sent with the From field set to SAP Signavio Pro-
cess Governance. You can set the From field to your company or depart-
ment name.
To The recipients of the email. You can enter one or more plain email
addresses, or select email variables or users in the organization. Note that
if you enter a plain email address, you must then select it from the pick list.

Reply to SAP Signavio Process Governance sends emails from the address noti-
[email protected] (Europe server), noti-
[email protected] (US server),
[email protected] (Australian server), which you
cannot reply to. If you set this field to an alternative email address, you
override the address for replies to the email.
Subject The email subject line. To use variables in the subject, type a # and select
a field from the list. If the list contains too many variables, you can just
keep typing after the # to filter the list. You can use the arrow keys to move
the section, and Enter to select a field. To remove a variable, just delete it
the same way you delete normal text.

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Attachments To add attachments, click Attachments and select a file field from
the list. The list includes trigger email attachments, files gen-
erated by the Create document action, and file upload form
fields.

Body text You can use variables in the main email body by typing a #, just like in the
Subject. You can use Markdown to format the email body by formatting
text or including hyperlinks, headings or lists. Select the Preview tab to
see how your email looks for the recipient.

9.4 JavaScript action (Script task)

The JavaScript action, called a Script Task in BPMN, allows developers to add
JavaScript code to process execution.

A JavaScript action in the process editor

The SAP Signavio Process Governance developer guide explains the use of
JavaScript actions in detail. The JavaScript action cookbook shows you how to
complete common tasks in JavaScript actions.

9.5 Sub-process
When you create a high-level overview of the main process, you model sub-pro-
cesses as separate workflows and link these sub-processes to the main process,
also called parent process.

When you add a sub-process action to your parent process, this action
executes the process selected in the sub-process action.
We recommend using a sub-process action in the following cases:

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 9 Action Types

o To simplify complex process models. To view the next level of detail, you
open the sub-process.
o To delegate responsibility to a different process owner.
o To reuse a part of the process that is the same for several processes.
o To update a part of the process that is changed often.

When SAP Signavio Process Governance executes a sub-process, a new case

for the sub-process is started. After completing the sub-process case, SAP Sig-
navio Process Governance continues executing the parent case. When a sub-pro-
cess is started by another process, there's no case creator.

9.5.1 Create a sub-process

You create sub-processes the same way you create processes. To read more
about process creation, go to section Creating a process.
If your sub-process contains a trigger form, you can select input variables in the
sub-process action that SAP Signavio Process Governance uses to auto-fill the
trigger form fields when starting the sub-process case. To be able to select a pro-
cess as a sub-process, you need to publish it.

9.5.2 Configure a sub-process action

When you have published your sub-process, you can add the sub-process action
to the main process diagram.
You can't select the parent process as the sub-process, this would cause a loop.
To configure a sub-process action in your process, follow these steps:

1. Add the sub-process action to your workflow.

2. Select the process you want to use as a sub-process.

3. In the Input tab, you can either enter static values or link the inputs with
data that already exists in your workflow.

4. In the Output tab, you can either create new fields or link the outputs to
fields that already exist in your workflow.
The outputs provide new data for your workflow.

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9.6 Create document

A create document action in the process editor

The Create document action allows you to create a file that contains case inform-
ation.
When you use Send email or Google Drive - Upload file to save information
from a case, you use a file variable for email attachments or the file to save. You
normally provide these files via a form. You can also use the Create document
action to create a new file using data from other variables.
Consider a shipping process whose trigger form includes details of a recipient to
ship a product to and a shipping address. This process can use a Create doc-
ument action to prepare a shipping label for printing:

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Configuring a create document action in the process editor

Select a Create document action in the process editor to configure the following
options.

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Document Defines the name of the file variable that will store the created document.
name
File name Defines the document’s file name. Type # to include placeholders for vari-
ables.
File format Choose between Microsoft Word, plain text, and comma-separated values
(CSV) file types.
Body text Use the text area to enter a template for the new document. Type # to
include placeholders for variables, as you would in a Send email action’s
template.

The Create document action does not support formatting text or

embedded images.

9.7 Document template

When you are modeling a workflow, there is often the need to collect the inform-
ation input entered by users of the workflow tasks. SAP Signavio Process
Governance can add these data dynamically to a document, which is then used
as a basis for a later audit, for example for further decisions.
To do this, add the action type Document template to your workflow. With this
action, a task is assigned to users including the request to specify the necessary
information in a custom task form. The information that is retrieved from this task
form is applied to the uploaded template.

9.7.1 Output file formats

You can select two different output formats, DOCX (Microsoft Word) and PDF.
DOC is not available as an output format.
The output in DOCX uses the layout settings of the template.

Content collected in a Microsoft Word file can later be modified.

For the PDF output, the layout differs from the template:

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o The font is always Times New Roman.

o Formatting, like italic, bold, or underlined text within replacements is not sup-
ported.

9.7.2 Template creation

o Only templates created with a Windows version of Microsoft

Word can be used for this function.
o Once document templates are uploaded, they cannot be down-
loaded and re-used. Safe the original template file for later
changes.

To use this feature, you need to create a template as a Microsoft Word document
that contains the required content controls. You find a detailed description on how
to implement content controls in a Word document in these instructions from
Microsoft.

9.7.3 Content controls

Currently only plain text and rich text are supported as types of content
controls.

Content controls, which have been created in the document template, each rep-
resent a form field. To map and display form fields correctly, it is mandatory to
specify a title to each content control. The title is set as a property of the control.

Rich text fields don't support line breaks. If you need fields that support
line breaks, use plain text fields and activate the check-box Allow car-
riage returns (multiple paragraphs).

Select a Document template action in the process editor to configure the fol-
lowing options.

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Document tem- Upload the template. This action creates a new file from a document
plate template.
Inputs tab Specify the desired data and link either with static values or existing
fields of the workflow.
Outputs tab Select the output value Document and enter the desired name.

9.7.4 Example
Suppose your company has set up a workflow for contracts or quotations, in
which several roles define the relevant document data in different tasks. The con-
tract or quotation is created based on a standard template, so that required data
from the workflow are assigned accordingly in an output form. At the end of the
process, the output document containing all relevant information is made avail-
able to a sales person, who has then the ability to make any personal additions
before the contract or quotation will be sent to the customer.

9.8 Map variables

The Map variables action copies the value of one variable to another. You can
use this to set the value of a process variable automatically, instead of manually
using a form.
In some processes, the person who started the case should participate in the pro-
cess by adopting one of the process’s roles. To achieve this, you map the
Case/Creator role to the relevant process role. The Map variables task auto-
matically sets this role to the value of the Case creator. This automatically
assigns the tasks of the process role, and any other tasks that use the same role,
to the person who started the case.

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9.9 Box - Upload file

A box upload file task in the process editor

The Box Upload file action saves one or more files to a Box account that you
select.

The maximum file size per file is 50 MB.

9.9.1 Configuration
After creating a Box Upload file action, the configuration panel shows a button to
start configuring the account.
When you click the Configure a Box account button, a pop-up window will open
for you to authorize SAP Signavio Process Governance to use your Box account.
After logging in to your Box account, if you have not already logged in, Box shows
an authorization page.
After granting access, the pop up will close and your Box account is connected.

9.9.2 Upload file action

Once you have configured your Box account, the Upload file action configuration
panel displays the account and also shows the folders in All Files in your Box
account.

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Box authenticated configuration

Other people in your organization can see that you have configured an account,
but they cannot see your email address or browse your account folders.
On the configuration panel, next to Target folder, you can now browse and select
the folder you want to upload the file(s) to.
Next to Folder name template, you can optionally specify a subfolder name to
create inside the target folder. This name template can include process variables,
so you can create new subfolders dynamically to organize your files. For
example, if your process variables include a unique customer ID, then you can
use that to save each customer’s files in a separate folder. Use a forward slash /
to separate nested subfolder levels.
Next to Files to upload, you can select the variable field containing one or more
files to upload. If the process did not already include a file variable, SAP Signavio
Process Governance automatically creates a variable called 'File'. If the process
variables did include a file or list of files, SAP Signavio Process Governance
preselects it.

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9.10 Google Drive - Upload file

A Google Drive Upload file task in the process editor

The Google Drive Upload file action sends one or more files to an account of
your choice.

The maximum file size per file is 50 MB.

9.10.0.1 Configuration

After creating a Google Drive Upload file action, the configuration panel shows a
button to start configuring the account.
When you click Configure a Google Drive account, a pop-up window helps you
integrate SAP Signavio Process Governance with your Google Drive account.
Google will check that you have already logged in to Google. This check has
three possible outcomes:

1. If you have already authenticated with a single user with Google, the set-up
process skips the log in page and you go straight to the Google Drive per-
mission grant below.
2. If you haven’t authenticated with Google, you will see a log in window.

3. If you have authenticated with multiple Google accounts, select the account
you want to use.

After you have completed authentication, you’ll see a page that allows you to give
SAP Signavio Process Governance access to your Google account.
After accepting the permissions, the pop up will disappear and SAP Signavio Pro-
cess Governance will have completed connecting to your account.

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9.10.0.2 Upload file action

Once you have configured your Google Drive account, the Upload file action con-
figuration panel displays the account and also shows the folders in My Drive in
your Google Drive account.

Google Drive Upload file authenticated configuration

Other people in your organization can see that you have configured an account,
but they cannot see your email address or browse your account folders.
In the Target folder section you can now browse and select the folder you want to
upload the file(s) to.
Next to Folder name template, you can optionally specify a subfolder name to
create inside the target folder. This name template can include process variables,
so you can create new subfolders dynamically to organize your files. For
example, if your process variables include a unique customer ID, then you can
use that to save each customer’s files in a separate folder. Use a forward slash /
to separate nested subfolder levels.
Next to "Files to upload", you can select the variable field containing one or more
files to upload. If the process did not already include a file variable, SAP Signavio
Process Governance automatically creates a variable called File. If the process
variables did include a file or list of files, SAP Signavio Process Governance
preselects it.

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9.11 Google Drive - Add row to sheet

The Google Drive Add row to sheet action adds a row to a Google Sheets spread-
sheet. You can use this to save the values of process variables at process mile-
stones, and build a custom overview of cases.

9.11.0.1 Configuration

After creating a Google Drive Add row to sheet action, the configuration panel
shows a button to start configuring the account. This configuration has the same
steps as in the Google Drive - Upload file configuration.
When you have authenticated with a Google account and granted permission,
you can configure the Add row to sheet action.

9.11.0.2 Add row to sheet action

Once you have configured your Google Drive account, the Add row to sheet
action configuration panel displays the account, the spreadsheet, the worksheet
within the spreadsheet, and the worksheet columns.

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Google Drive Add row to sheet authenticated configuration

Each column name, such as Customer name in this example, comes from a
column heading in the spreadsheet. For each column, select one of the variables
from the list.

9.12 Google Drive - Add calendar event

The Google Drive Add calendar event action adds an event to a Google Cal-
endar. You can use this to schedule meetings or time to work on a task, based on
the values of process variables.

9.12.0.1 Configuration

After creating a Google Drive Add calendar event action, the configuration panel
shows a button to start configuring the account. This configuration has the same
steps as in the Google Drive - Upload file configuration.

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When you have authenticated with a Google account and granted permission,
you can configure the Add calendar event action.

9.12.0.2 Add calendar event action

Once you have configured your Google Drive account, the Add calendar event
action configuration panel shows the calendar event fields.
In the configuration you can specify the following.
Calendar The calendar within the selected Google account.
Event sum- A text variable to use as the name of the new calendar event. If you don’t
mary select a text variable, the event will have a blank name.
(optional)
Start date A date variable for the event’s start date and time.
End date A date variable for the event’s end date and time.
Attendees Email address variables for people to invite to the calendar event.
(optional)

9.13 SAP Signavio Process Manager - DMN task

To use DMN Tasks, SAP Signavio Process Governance needs to be

linked to SAP Signavio Process Manager, read more in the section
Integrating SAP Signavio Process Manager with SAP Signavio Pro-
cess Governance.

DMN (Decision Model and Notation) is suitable for business decisions that follow
a rule-based decision logic.

With DMN tasks , you can execute the decision logic from a DMN diagram in
SAP Signavio Process Governance. You create the DMN diagram in SAP Sig-
navio Process Manager.

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9.13.1 Creating a DMN diagram in SAP Signavio Process

Manager
1. Model a decision, see Model a decision.

2. Publish the DMN diagram in SAP Signavio Process Collaboration Hub. The
published DMN diagram can be used for a DMN task in SAP Signavio Pro-
cess Governance.

You can test the decision logic in SAP Signavio Process Collaboration
Hub, read more in section DMN diagrams. If the simulation shows an
invalid decision, the decision cannot be used for DMN tasks.

9.13.2 Limitations
The following limitations apply for DMN diagrams to use with DMN tasks:

o Multi hit policies can be used, with the exception of the Output order hit policy
(see Hit policies).
o Only decision diagrams with a single top-level decision can be used (this is the
decision used by the DMN task).
o Multi-instance decisions and DMN diagrams that include linked decisions can-
not be used in DMN tasks.

9.13.3 Configuring the DMN task in SAP Signavio Process

Governance

In the process builder, drag the DMN task action either from the collapsed
actions palette or from the drop-down list of SAP Signavio Process Manager
actions.

1. Build a process with a DMN task action.

2. In the configuration panel of the DMN task, select a DMN Diagram to use.
o The published revision and the Decision is inserted automatically.

3. Select the necessary Inputs and Outputs.

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4. Add an element to the process that uses the output of the decision. The
most common use is an exclusive gateway with an automatic decision,
based on the output of the DMN task.

9.13.4 Updating the DMN task

When a new revision of the DMN diagram is published in SAP Signavio Process
Manager, the DMN task is not updated automatically.
If a new revision is available, you see an update suggestion in the configuration
panel of the DMN task.
To update the DMN task, follow these steps:

1. In the configuration panel of the DMN task,click the link informing you about
a new revision.
o The revision is updated.
o The Decision is inserted automatically.

2. If necessary, change the Inputs and Outputs.

3. Publish the new process version.

o The updated DMN task is used for new cases.

Running cases are not affected by the update.

If the logic of the DMN diagram was changed, it can be necessary to
change the process to match the new logic. Inputs and outputs are
reset if they no longer fit the new revision.

o The update suggestion in the configuration panel is the only noti-

fication for updated revisions.
o If you don't update the DMN task, the previous revision is used
when starting cases.

9.13.5 Removing a decision from a DMN task

You can select a different decision for an existing DMN task or delete a DMN task
to no longer use a decision in a workflow.

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To remove a decision completely, so that it no longer can be selected for DMN

tasks, delete the decision in SAP Signavio Process Manager. Empty the trash
folder to remove the decision completely. While the decision is still in the trash
folder, the decision can be used for DMN tasks.

You can't change an existing DMN rule task to a DMN task.

9.13.6 Example
You can use DMN diagrams for decisions like:
o Does this customer receive a discount?
o Does this expense comply with tax regulations?
o Does this order qualify for a free gift?

In the following example, the decision modeled with DMN is "Does this customer
qualify for gold status?". The process with the DMN task uses this decision for fur-
ther actions.
First create a DMN diagram named Status evaluation in SAP Signavio Process
Manager.
The customer is rewarded Gold status for a certain number of status points. Since
the number of status points is the deciding factor, this number is the input for the
decision. The decision element is named Gold status? in this example.
Add a DMN element with one input, Number of status points. The decision logic
follows two rules, one for fewer than 1800 points and one for 1800 points and
more. Add the rules to the Decision table.

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DMN diagram with one input

Decision logic table with two rules

The annotations are not visible in SAP Signavio Process Governance.

After you have added the decision logic, publish the diagram in SAP Signavio Pro-
cess Collaboration Hub.
Now use SAP Signavio Process Governance to build a new process Determine
customer status.

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Determine customer status process

To set up the DMN task in the process, open the configuration panel of the DMN
task. Select the DMN diagram Status evaluation. You can see the revision, the
Decision is found automatically.

The only Input in this example is Number of status points. The Output, used by
the exclusive gateway, is Gold membership?.

Now you can publish the process and start a case.

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9.14 SAP Signavio Process Manager - Set model state

When you use SAP Signavio Process Manager for process modelling, you can
use SAP Signavio Process Governance to manage process diagram approvals.
SAP Signavio Process Manager triggers these process diagram approval work-
flows, which run in SAP Signavio Process Governance and in turn update the pro-
cess model in SAP Signavio Process Manager.

To use the Set model state task, you need to have access to SAP Sig-
navio Process Manager. This task only works in a process that has
the SAP Signavioapproval trigger.

The Set model state action automatically updates the ‘diagram state’ in SAP Sig-
navio Process Manager, e.g. to mark the diagram as approved or in progress.
You typically use this as part of a process that performs a management approval
that marks the diagram as accepted or rejected.

A process diagram approval workflow that uses Set model state actions
Select a Set model state action to configure which process Model state the Set
model state action will set.
Configuring a Set model state action to set a SAP Signavio Process Manager dia-
gram’s status
SAP Signavio Process Manager defines these Model state options. See
Managing approval workflows for instructions on how to set this up.

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 10 Forms

10 Forms
In SAP Signavio Process Governance, you can use forms to enter information
when you run a process. You can use forms in two places: form triggers and user
tasks.

10.1 Form triggers

You use a form trigger to set the values of workflow variables when you start a
new case for a process.
This form has a description (for example, "Enter personal details") and two fields.
The icon next to the Name field label indicates that the field has an additional
description.
To add a form trigger to a process, use the process builder’s Triggers page to
select When a form is submitted.

10.2 User task form

You use a user task form when users need to for enter and update data as part of
the task.
To add a user task form to a process, follow these steps:

1. On the process builder’s Actions page, add a user task.

2. In the user task’s configuration panel, select the Form tab to open the form
builder.

3. Add fields from the palette to the form. You can reuse forms and fields
already available in the workflow.

10.2.1 Next steps

o Use the form builder
o User task
o Multi-user task

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10.3 Use the form builder

To create a form in the process editor, for a form trigger or user task, you use the
form builder.
Use the Description text area to provide initial instructions to people who com-
plete the form. You can use Markdown to format the description, which makes it
convenient to link to additional information, for example.
In the Reuse a form section, you can select any form already available in your
workflow to reuse. Doing so copies all fields and field configurations (including
mandatory, read-only and custom conditions). If you later edit the original form
field, it will not change the information in the duplicated form.
The Reuse a field section lists variables that the process has already defined on
other forms, such as a trigger form. Type to search for an existing field.
The Add a field section contains a field types palette. Click one of the field types
to add a field of that type to the form.
Adding an existing field to a form makes it possible to view or update existing
information, such as a user task form that you use to complete information the per-
son who started the case did not enter on the trigger form.

10.3.1 Next steps

o Configure form fields
o Form groups

10.3.2 Configure form fields

The Fields section shows the fields you add to a form.
Select a field in the Fields section to open its configuration panel. The top row of
the field configuration panel shows the field type label, the editable field name.

To delete a field, click the delete icon , and confirm with .

You can also configure the following properties:
o Description - an optional field description, shown via context-sensitive help
icon
o Initial value - an optional default value that prepopulates the form field

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 10 Forms

o Read-only - specifies that you cannot edit the value, used to display pre-
viously-entered information
o Mandatory - specifies that you must enter a field value, so that you cannot
complete the form without a value for this field
o Define custom rules - define custom rules for your field, such as when the
field should be shown to users.
o Allow entering multiple values - specifies that the field has a list of values that
you add and remove independently

Text fields have a Multi-line option to display the form field as a multi-line text
input area, for longer text values. If the text field is referenced in another place in
the workflow, this option can't be changed. To check if a field is used elsewhere in
the process, use the Fields overview in the Details tab.
When you enable the Allow entering multiple values option, the field appears dif-
ferently on forms. Entering a value adds it to the list. Use the × icon to remove a
value.
Choice fields have an Options list, so you can add values to choose between.
Date fields have a Date/time option for choosing between a date and time, just a
date without a time of day, or just a time.
User fields have a Candidates option that you can use to limit which users can be
assigned.

10.3.2.1 Money fields

You can define one or multiple permitted currencies when you add a money field.
This way you can control which currencies can be used in the case execution.
When you define multiple permitted currencies, you can set a default currency.

10.3.2.2 Next steps

o Fields overview

10.3.3 Form groups

If you have a very long form, keeping your fields as a long, unbroken list can be
confusing. You can use form groups to add structure to your form by grouping sim-
ilar fields together. For example, you can use form groups to create a section
where users can add their address.

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To use form groups, follow these steps:

1. Open the form builder.

2. Click the Form Group button in the field types palette.

3. In the configuration dialog, you can name your form group and write a
description. (You can use Markdown to add formatting your description.)

4. Drag and drop fields from the list to add them to your form group.

Form groups can be reused in other forms. They can also be nested
inside other form groups, like a folder.

You can define custom rules for your form group, such as when the form should
be shown to users. These rules are applied to all fields within the form group,
unless the field has a custom rule of its own.

10.3.4 Dynamic form fields

Sometimes, a process only uses a form field when another field has a certain
value. You can configure form fields with a dynamic configuration that depends
on custom rules.
When you select Define custom rules, in the Visibility tab you can specify con-
ditions to determine when the form displays the field. You can combine multiple
conditions.
On the Configurations tab, you can also configure conditions that make the field
read-only or mandatory.

10.4 View form data

Form data can be viewed in the history panel.

To view all forms in an event, click the History button and then the forms
tab.
To view the form data, click the name of a form.

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11 Control flow
You use transitions, gateways and events to specify the processing order of the
actions in a process.

11.1 Transition
The process builder displays a transition an arrow from a source element to a des-
tination element. The transition specifies that the workflow engine only executes
the destination element after completing the source element. BPMN calls a trans-
ition a sequence flow.

11.2 Exclusive gateway

Use an exclusive gateway to make a choice between multiple execution paths.
The exclusive gateway selects one of the outgoing transitions, and only continues
execution on that transition. You can configure an exclusive gateway with a
manual decision or an automatic decision.

11.2.1 Manual decision

Use a manual decision for an exclusive gateway when a person must make a
decision. A user task must precede the gateway; this task includes making the
decision. The user interface presents the decision to the user as buttons on the
user task form.
Suppose you have a user task called Review contract, an exclusive gateway and
the two user tasks Print contract and Update contract:

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 11 Control flow

An exclusive gateway must have at least one incoming and two outgoing transitions

Select the exclusive gateway. Its type defaults to manual decision. After creating
the elements and connecting them, as above, you have configured the exclusive
gateway:

Default manual decision configuration

In order to use the decision you need to name the buttons which will represent the
decision. For each button, the label on the right indicates the next action in the
process, which SAP Signavio Process Governance will perform when someone
clicks the button. In this example, when the user clicks the decision button Print
contract, SAP Signavio Process Governance executes the Print contract task, but
not the Update contract task.
You can easily change the text on the buttons, and order they appear in. For
example, change them to Approve and Reject, and drag the Approve button con-
figuration to the top so that Approve appears first on the form:

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 11 Control flow

Customized decision buttons

After starting a new case for this process, the Review contract task will have
decision buttons:

Task decision buttons

When the task before the exclusive gateway - Review contract in this example -
has a form, the form includes the decision buttons.

11.2.2 Manual decision variable

Adding a manual decision to a process also creates a workflow variable. You can
use this to re-use the result of a decision later in the process, either to display the
entered value on another form, or to use the value in an automatic decision’s con-
dition.
During workflow execution, selecting a decision sets the variable's value to the
selected decision -the text on the decision button. In this example, the decision
variable has the value Approve or Reject.

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 11 Control flow

Decision variable values - "Approve" or "Reject"

The variable has the name Decision, by default, or the name of the gateway if it
has one. You can change the variable name on the process editor’s Details tab,
in the Fields overview.

11.2.3 Automatic decision

An exclusive gateway that selects an outgoing transition based on conditions that
you choose models an automatic decision. For each transition, you can formulate
a condition using workflow data. The workflow engine evaluates transition con-
ditions in order, from top to bottom. The workflow engine will take the transition
with the first condition that evaluates to true, using the current case’s field values.

Automatic decision condition editor

To specify a condition, start by selecting a field and a comparison operator. Enter

either a static value in the input field on the right, or click the button to select
another field.

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 11 Control flow

A condition can include multiple field value comparisons. To add more sub-con-
ditions, click the button at the bottom of the list. You can also use the select field
at the top to specify that either all conditions in the list must evaluate to true, or
that at least one of them must evaluate to true.
If you do not completely specify a sub-condition, evaluating the whole condition

will fail and the workflow engine will not follow the transition. The symbol

indicates an incomplete sub-condition. Click the trash symbol to remove the

sub-condition from the list.

11.2.3.1 Default transition

An automatic decision usually has a default transition. You use a default trans-
ition as a fallback mechanism: if none of the conditions evaluate to true, the work-
flow engine follows the default transition.
To make a transition the default, select the per default item in the selection field
at the top.

11.3 Parallel Gateway

Use parallel gateways to model tasks that people will complete at the same time
as each other, or one at a time but not in a particular order. To do this, you fork
and join the sequence flow.

11.3.1 Forking
With a parallel gateway, you can fork execution into multiple, concurrent flows.
When process execution arrives in a parallel gateway, the workflow engine cre-
ates a new individual execution flow for each of the gateway’s outgoing trans-
itions. Let’s look at the following purchase order example:

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 11 Control flow

A parallel gateway example

In this example, completing the Enter purchase order user task activates the par-
allel gateway. The parallel gateway will create two individual paths of execution.
One will take the transition to Receive payment and create that user task. Mean-
while, the other will create the Send goods user task.
You can have as many outgoing transitions as you want. The workflow engine will
create all destination tasks for those transitions at once.

11.3.2 Joining
You also use a parallel gateway to join concurrent paths back together. In this
case, the joining parallel gateway has more then one incoming transition. Work-
flow execution will wait at the gateway until as many execution flows arrive as it
has incoming transitions. When the last concurrent flow arrives, the joining par-
allel gateway will activate and the workflow engine will create one execution flow
on the outgoing transition.
To continue the previous example, extend the purchase order process to look:

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 11 Control flow

A parallel gateway example with join

In this example, Archive purchase order will only start after people complete both
the Receive payment and Send goods tasks.

11.3.3 Default forking

By default, the workflow engine interprets multiple outgoing transitions from an
action as parallel tasks. This means that if you have multiple transitions from a
user task, the workflow engine will create concurrent tasks for all of the trans-
itions’ destination actions. Let’s look at a simple example.

Default forking

After Enter purchase order completes, the workflow engine will create the tasks
Receive payment and Send goods immediately.

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 11 Control flow

You can combine default forking with a parallel gateway for joining.

11.3.4 Default merging

When multiple transitions lead to a user task, the workflow engine will start the
user task once for each execution flow that arrives. This means that the workflow
engine does not perform implicit joining for parallel flows.

11.3.5 Parallel gateway issues

You will end up with problems if you loop back over parallel gateways. To avoid
situations:

Undesirable loopback

and this:

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 11 Control flow

Undesirable loopback

To avoid these issues, think of all actions between forking and joining as a self-
contained part of the process, such that no transitions should cross that scope.

11.4 Start event

A start event marks the start of a process. All process elements that do not have
incoming transitions act as start elements. Start events don’t have a direct con-
nection to triggers. You can usually leave out start events if you want to create
more concise diagrams.

11.5 End event

Like start events, you can also omit end events. End events mark the end of an
execution flow.

11.6 Intermediate timer event

An intermediate timer event indicates that process execution waits for a timer.
You can use this to prevent SAP Signavio Process Governance creating the next
task in a process until it becomes relevant.

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 11 Control flow

Using an intermediate timer event to model an evaluation period

Configure how long the timer waits by selecting the timer in the process editor. In
an open case, you can skip a timer manually.

11.7 Intermediate link event

With the intermediate link event, you can trigger other processes. Unlike the sim-
ilar sub-process activity, this link event does not wait for the sub-process to
execute before continuing the parent process.

11.7.1 Next steps

Sub-process

11.8 Set core information

With the set core information event, you can set values to the core information of
a workflow. If you leave a field empty, its value is not changed.
You can define the core information in this event and in the Details tab of the
workflow editor.

11.8.1 Next steps

Details
Core information

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 11 Control flow

11.9 Milestone
A milestone is an intermediate event which allows you to mark an important event
or a turning point within a process. By setting milestones, process owners obtain
an overview of the workflow progress.
You can set a milestone either by using the intermediate event or via a script
task.
Script task sample:
_case.milestone = 'Document archived'

When using the intermediate event, you can reuse any variables from the work-
flow to create the milestone text by typing #.
To show the current milestone, add the field Case/Milestone as a column in the
case list.

Only the latest milestone is displayed.

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 12 User menu

12 User menu
The user menu has several sections.
In the first section, you can access your personal settings for SAP Signavio Pro-
cess Governance by clicking My profile. If you have administrator rights, you find
Organization settings and Services & Connectors in this section.
If you have access to other products of the SAP Signavio Process Transformation
Suite, you find them listed in the Products section. The current product is high-
lighted. When you click a product name, a new browser window opens for the
selected product.
The Organizations section lists all organizations you belong to. When you click
an organization, you access the organization in the same browser window. You
aren't logged out of your current organization.
In the Help section, you find links to the user guide and to a collection of example
workflow. You can also send us feedback in this section.
You can log out of SAP Signavio Process Governance by clicking Logout.

12.1 Next steps

My profile

12.2 My profile
From the user menu, select My Profile to view and edit your own SAP Signavio
Process Governance user settings.

12.2.1 Me
Use the Me section to update your contact details and upload an avatar picture.
Save all updates with Save changes.

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 12 User menu

12.2.2 Preferences
In this section, you can set the language and time zone for your SAP Signavio
Process Governance user interface.
You can also manage your notifications here.
o If Receive notifications via emailis active, you receive notifications for
tasks, cases, and comments that involve you. Most of the notifications are
sent immediately in a single email. For details, see sectionNotifications.
o If Receive a daily digest via email is active, you get one daily update for all
cases that involve you.

The following notifications are still sent, even if notifications are dis-
abled:
o Case due
o Task due
o Task escalated
o Scheduled reminders

12.2.3 Organizations
All organizations that you belong to are listed in the Organizations section. You
also find the information whether you have the organization administrator role
here, and you can leave organizations.
When you leave an organization, the following changes are applied:
o you are removed from the organization’s groups
o you are removed from process models (process owner, access controls,
action candidates)
o you are unassigned from tasks in the organization’s processes
o your participation is removed from cases of the organization’s processes
o one of the organization’s SAP Signavio Process Governance licenses is made
available

To leave an organization, click .

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 12 User menu

12.2.4 Services
The Services section shows your personal configurations for third-party services,
such as a linked Google account.

12.2.5 Security
To log out of all active SAP Signavio Process Governance sessions, click Log out
of all devices.
You can also change your password in this section.

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 13 Organization settings

13 Organization settings

You need an administrator account to use this function.

You find the Organization settings in the user menu in the top right corner.
In SAP Signavio Process Governance, an organization represents a collection of
users - typically a company - together with all their data. People outside your
organization cannot see your organization's data. After you log in, you see all
data inside one particular organization. If you belong to multiple organizations,
you can switch between organizations by selecting a different organization in the
user menu.

13.1 Edit the organization name

You can directly edit the displayed name, edits are visible after you reload the
page.

13.2 Members

If you use central user management in SAP Signavio Process Man-

ager, the Members settings in the Organization settings are inactive.

Here you find the following functions:

o Adding and removing users
o Giving and revoking administrator privileges
o Adding and removing user groups
o Adding users to groups
o Inviting new users to your organization

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 13 Organization settings

13.2.1 Users

When an organization is created with the first user, this user gets an
organization administrator role by default.

The Users tab shows all users in your organization. You can view their email
address, license type, and membership type - collaborator or administrator.
To export a CSV file with all users, click Export all users. For each user, the CSV
files contains the following:
o User ID
o Full name
o Email address
o Admin status (true/false)

13.2.2 Change membership type

There are two types of users in SAP Signavio Process Governance, collaborators
and administrators.
Administrators can give collaborators the administrator role.

o
In the users table, click the icon next to the user type. The user type
changes.

13.2.3 Delete users

Administrators can delete users.
Follow these steps:

1. In the users table, click Remove.

2. In the dialog, select a replacement user or activate Select a replacement

later.

3. Confirm the removal.

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 13 Organization settings

Deleted users with task assignments that weren't replaced are listed in the User
off-boarding section. Administrators are reminded weekly to specify a replace-
ment.

13.2.4 User off-boarding - replace users

In this section, you see all deleted users without a replacement. You also see the
open items linked to the deleted account.
When you remove users from your organization, there still could be unfinished
tasks for their accounts, or the users were owners of workflows and reports. You
can specify replacement users to take over. Replacement users have all neces-
sary permissions to complete open tasks and cases, but don't inherit group mem-
berships of the deleted users. Assignment for closed tasks is not changed for
audit reasons.
To replace users, follow these steps:

1. Click Select replacement.

2. Select a replacement user.
3. Confirm in the dialog and click Replace.

Users are replaced

o in workflows: owner, assignments, candidates, default values for form fields,
transition conditions, JavaScript test values, permissions
o in reports: owner, permissions
o in open tasks: assignments, candidates, permissions
o in cases: replacement users gets access to cases started after the replace-
ment and implicit view on cases where the replaced users were assigned a
task or were candidates for a task

Users aren't replaced

o in conditions: in custom rules in form fields and groups, in transitions (e.g. in
automatic gateways), in reports
o in cases: the replacement users don't get access to cases started before the
replacement

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 13 Organization settings

Deleted users are removed from all groups. You need to manually
assign replacement users to groups.

13.2.5 Deleting the user for SAP Signavio Process Manager

integration
When you delete the user for the SAP Signavio Process Manager integration, you
need to do the following:
o Set a replacement user
o Ensure that the replacement user has access to SAP Signavio Process Man-
ager.
o Ensure that the replacement user has the same access rights to the dic-
tionary.

Otherwise the dictionary integration no longer works.

Read more about how to set up the integration in section Activating the Dic-
tionary integration.

13.3 Groups
The groups list shows the user groups in your organization. You can use groups
to define candidates for tasks while creating the process, or to manage access
rights for workflows and cases.
To create a new group, enter a group name in the text field above the group list
and click Create.
Click a group’s name to see a list of members and to add or remove members.

13.4 Invite a colleague

The invitations list shows pending invitations for SAP Signavio Process
Governance.

1. Select a license type.

2. Enter the email address.

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3. Click Invite.

Invited users receive an email with a link to the registration page, where they can
create a SAP Signavio Process Governance user that will become a member of
the organization.

13.5 Billing
The Billing tab shows your Contract terms:
o the number of remaining user licenses - how many more people you can
add to the organization
o the license expiry date, after which you must renew your licenses to con-
tinue using SAP Signavio Process Governance.

You see a summary of your current license type.

13.6 Single Sign-On

Single sign-on (SSO) makes it possible to access SAP Signavio Process
Governance using an existing corporate user account, so you do not have to log
in to SAP Signavio Process Governance separately.
For more information, please contact our SAP Signavio service experts on the
SAP ONE Support Launchpad.

Users who are members of more than one organization are forced to
log in using the identity provider when they are switching from an
organization without SSO.

13.7 Workspace

13.7.1 Preferences
Preferences include settings that apply to the organization in general.
Time zone affects which time zone SAP Signavio Process Governance uses.

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 13 Organization settings

Email signature replaces the default SAP Signavio Process Governance team
signature in notification emails .

13.7.2 Restrict process creation

Activate Restrict process creation to restrict the right to create processes to one
user group.
Only users of the selected group have the permission to do the following:
o create new processes
o copy processes
o import processes

Users who are not members of the group but have editing rights for specific pro-
cesses are still able to modify these processes.

The transfer of processes between SAP Signavio Process Manager

and SAP Signavio Process Governance is not affected by this restric-
tion. Any modeler can transfer a process from SAP Signavio Process
Manager to SAP Signavio Process Governance.

13.7.3 Labels
For a better overview of all processes in your organization, you can use labels to
categorize processes, for example by department or status.
In the Labels section, you start with a set of default labels.
To add a new label, enter a new label name and click Create label.
Change the label color by clicking the color.

To change the label name, click .

To delete a label, click next to the label and confirm by clicking .

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 14 Dictionary Integration

14 Dictionary Integration
You can integrate the Dictionary from SAP Signavio Process Manager to work
with SAP Signavio Process Governance. Doing so allows you to pull data from
Dictionary entries and use them in your workflows.

Your SAP Signavio Process Governance organization needs to be con-

nected to a SAP Signavio Process Manager workspace before you can
use this feature.

14.1 Activating the Dictionary integration

Access to the Dictionary integration settings requires an admin-

istrator account.

In SAP Signavio Process Governance, select Services & Connectors from user
menu.
Select SAP Signavio Process Manager Integration, then select a user that also
has a SAP Signavio Process Manager account. Make sure this user is able to see
all necessary dictionary entries, as all requests to retrieve dictionary items will be
done with this user.
You can always change this user later. When you delete the user and want to
keep the integration, see section Deleting the user for SAP Signavio Process
Manager integration for details.
In the drop-down list, select which dictionary categories you want to use. Open
one of these categories to see which fields are now available to use in SAP Sig-
navio Process Governance.

14.2 Using Dictionary categories with forms

In SAP Signavio Process Governance, in the Processes tab, open the process
editor. Select a process element that requires configuration, such as a user task.
In the Configuration tab, the categories you imported from Dictionary will be dis-
played as fields. Drag fields to your form to use them.

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 14 Dictionary Integration

Now, when you execute your case, you will see a field where you can type and
search for entries. Once you find the entry you want to use, simply click it to use
it.

You can also use Dictionary entries in gateway conditions, script

tasks, and emails the same as any other fields.

14.3 Changed attributes

Whenever you select an entry used in the task form during the case execution,
SAP Signavio Process Governance takes a snapshot of that entry. If the entry is
changed later on, the snapshot in the case is NOT automatically updated. This is
necessary to properly track past decisions that were based on dictionary entries.
If a selected entry is set as the default value for a field, SAP Signavio Process
Governance will take a snapshot when the case is started.
Whenever you add or remove attributes to or from the dictionary category, you
have to press the Reload integration button. The new attributes can then be
used in the workflow editor after reloading the integration. They will become avail-
able as nested fields of the category fields.

o Attributes that have been removed from a dictionary category will

still show up in old cases. You have to manually remove old dic-
tionary attributes anywhere they are used in a workflow.
o Dictionary categories can be deactivated at any time. Once they
have been deactivated, they can no longer be used in the workflow
editor. You also have to manually remove deactivated categories
anywhere they are used in a workflow. Old cases will still show data
from deactivated categories.

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 14 Dictionary Integration

14.4 Troubleshooting

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 14 Dictionary Integration

Errror message Solution

Try to sync the configuration

from SAP Signavio Process
Manager again:
o Open Setup > Manage
Could not set up the Dictionary integration approval workflows in SAP
for the following reason: The tenant ID is Signavio Process Manager
not configured for your SAP Signavio Pro- and click Synchronize con-
cess Manager workspace. Please contact figuration now.
customer support.
If that option is not avail-
able,please contact our SAP Sig-
navio service experts on the
SAP ONE Support Launchpad
to set the tenant ID for you.

The data sent from SAP Sig-

navio Process Manager has the
wrong format.

Value '2019-03-11' for field 'DateField' with o Make sure that the date
type 'DateType' is not allowed.
string for the Dictionary
(The date is an example.)
item has been created in
the ISO_8601 format. (For
this example: 2019-03-
11T10:38:41.998Z.)

An error is shown as soon as a dictionary This error occurs if in a dic-

item is selected, or an error message is tionary category the type of a
shown: custom attribute was changed,
Script execution failed but the name of this attribute
Value 'xxx' for field 'xxx' with type 'xxx' is stayed the same.
not allowed. The attribute might have been

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 14 Dictionary Integration

Errror message Solution

changed directly in the dic-

tionary or after a dictionary
export in the Excel file before
this file was imported again.
o Fix the custom attribute:
Delete the custom attribute
from the dictionary cat-
egory and create a new
one with a different name.

If the problem continues, please

contact our SAP Signavio ser-
vice experts on the SAP ONE
Support Launchpad.

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 15 Implementation guidelines

15 Implementation guidelines
When you create processes, you have many choices to make and questions of
style to consider. This chapter recommends guidelines and defaults for auto-
mating workflows with SAP Signavio Process Governance. You can use these
guidelines, with your own modifications, to help a team create processes more
consistently without forgetting things.

15.1 Process details

o Set a process name that summarises the process goal for one case as an act-
ive verb phrase.
o Select one or more labels to categorise the process.

15.1.1 General
o Use the Process description field to document the process goal, as a single
phrase describing the desired outcome.
o Set the Case name template to generate a concise readable unique name for
each case.

15.1.2 Access control

o Restrict See process permissions for processes that are quick experiments, to
avoid filling the Processes page with processes called Test
o Restrict Start process permissions for processes that are under construction
and not yet ready to be used.
o Restrict View cases permissions for processes whose cases include sensitive
information.
o Specify access for organization groups instead of individual users, so you can
edit groups to grant access, including for existing cases.

15.2 Trigger
o Include a form trigger by default, rather than using a manual trigger.

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 15 Implementation guidelines

15.2.1 Form trigger - Form

o Description field: add a Markdown heading to describe creating a new case
for this process, e.g. # Submit new change request.
o Button label to start new cases: customize the start button text to either
describe the action that starting a case represents, e.g. Send feedback, or to
describe the submitted form, e.g. Submit vacation request.

15.2.2 Form trigger - Confirmation message

o Add a confirmation message, when the first process task is not assigned to the
case creator, to indicate what happens next.

15.3 Actions
o Follow the BPMN Modeling guidelines.

See also: SAP Signavio Process ManagerModeling Conventions.

15.3.1 Action names

o Check spelling.
o Use sentence case for action names.
o Name the action with an active verb phrase, e.g. Review request.
o Make the action name as specific as possible.

15.3.2 Events
o Name the event after what happened, e.g. Request submitted.

15.3.3 Milestones
o For processes with more than about ten actions, use Milestone events to
identify process phases.
Add a Milestone event at the start and end of the process to set the initial
and final value of the Case / Milestone field.

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15.3.4 Start event

o Prefer exactly one start event.

15.3.5 End event

o Name the event after the new status at the end of the process.
o Avoid multiple events with the same name; instead join the sequence flows.

15.3.6 User tasks

General:
o Set the Candidates for this task using users or groups, to generate noti-
fications.
o Prefer specifying candidates using groups instead of individual users, so you
can edit groups to make changes, including for existing cases.
o Set Assign using a role for every user task.
o Use a Task name template to disambiguate repeated task names.
o Prefer roles that match organization roles, captured in Dictionary.

Form:
o Use the Description field to summarise the purpose of completing the form.
o Start the form with read-only fields that provide context for the information or
decision the form requires.

Reminders:
o Set a Reminder and Escalation by default with relatively long time periods to
catch forgotten tasks, e.g. 1 week and 2 weeks, respectively.
o Escalate to the original candidate group, or a management group.

15.3.7 Send Email action

o Set the Sender name to the role for whoever the information comes from.
o Set the Reply to address to match the Sender name.
o Append the case name to the Subject to disambiguate email notifications for
different cases.

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 15 Implementation guidelines

o For regular notifications, consider removing greetings and sign-off, and using
concise wording, to make it clear that it is an automated notification and not a
personal email, and to reduce reading time.

15.3.8 Exclusive gateway

o Use title case for manual decision transition/button names.
o Order manual decisions with happy path decisions first, e.g. Approve, Reject.
o For automatic decisions, configure one transition as per default, to avoid none
of the conditions matching, and to simplify the configuration when there are
two conditions.

15.4 Form fields

o Use sentence case for field names.
o Limit field name length to a few words, and use field descriptions for longer
explanations.
o Remove Enter, Select and Upload from the start of trigger form field names.
o For File type fields, use the default value to provide a document template.
o For User type fields, use organization groups to specify candidates.
o Avoid duplicate field names.

15.5 JavaScript
o Remove the default ‘Hello World’ console log statement.
o Note that ECMAScript 2015 (ES6) - the JavaScript version that JavaScript
actions use - does not require end-of-line semicolons.
o Adopt a consistent coding style.

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 16 Notifications

16 Notifications
SAP Signavio Process Governance sends a variety of email notifications, to keep
process participants up-to-date with cases they work on and to avoid task han-
dover delays when someone assigns a task.
Most of the notifications are sent immediately in a single email.
The following notifications are sent with a delay (of up to 60 minutes) to group
them if possible:
o Task created
o Task assigned
o Mentioned in a comment
o Replied to a comment

Before sending a notification, SAP Signavio Process Governance checks

whether it is still required. For example, task notifications are no longer sent for
completed tasks.

16.1 Case-related

16.1.1 Case due

This notification indicates that a case has reached its due date.
SAP Signavio Process Governance sends this notification to assignees with open
tasks. The case’s process owner gets notified if there are unassigned tasks. For
ad-hoc cases with open tasks, the case creator receives a notification.

16.1.2 Task due

This notification indicates that a case has reached its due date and has open
tasks.
SAP Signavio Process Governance sends this notification to the assignees of
open tasks in the case.

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16.2 Task-related

16.2.1 Task created

This notification indicates that the process has created a new task within a case.
SAP Signavio Process Governance sends this notification to the task’s default
assignee, if the task has one. SAP Signavio Process Governance also sends this
notification to each of the task candidates, or every member of each candidate
group, if defined.

16.2.2 Task assigned

This notification indicates that someone has assigned an existing task within a
case.
SAP Signavio Process Governance sends this notification to the task’s new
assignee.

16.2.3 Task escalated

This notification indicates that an open task has reached its escalation deadline.
SAP Signavio Process Governance sends this notification to the task’s new
assignee, as configured in the user task, or every member of each candidate
group, if defined.

16.2.4 Reminder scheduled

This notification reminds case participants that a task remains open.
SAP Signavio Process Governance sends this notification to the task’s assignee
when someone assigns the task, or to all of the task’s candidates if the task does
not have an assignee. If the task does not have an assignee or candidates, SAP
Signavio Process Governance sends the notification to the process’ owner.

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16.3 Comment-related

16.3.1 Mentioned in a comment

This notification indicates that a comment on a case has mentioned someone.
SAP Signavio Process Governance sends this notification to each user men-
tioned in the comment.

16.3.2 Replied to a comment

This notification indicates that a comment on a case was replied to.
SAP Signavio Process Governance sends this notification to everyone taking part
in the discussion.

16.4 User-related

16.4.1 New user registered

SAP Signavio Process Governance sends a registration notification when
someone registers a SAP Signavio Process Governance trial account.
SAP Signavio Process Governance sends this notification to the email address
entered on the registration form.

16.4.2 Invited to join organization

This notification indicates that an organization administrator has invited someone
to join an organization. SAP Signavio Process Governance also sends a
reminder for this notification when an administrator selects the option to resend
the invitation.
SAP Signavio Process Governance sends this notification to the person the
administrator invited, who may or may not already have a SAP Signavio Process
Governance account.

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16.4.3 Invitation cancelled

This notification informs someone that an organization administrator has can-
celled an open invitation to join an organization.
SAP Signavio Process Governance sends this notification to the person the
administrator invited.

16.4.4 Invitation resent

This notification reminds someone that organization administrator has invited
them to join an organization. Workspace administrators can trigger this noti-
fication manually.
SAP Signavio Process Governance sends this notification to the person the
administrator invited.

16.4.5 Replace removed users

If a user was removed and no replacement was defined, a periodical reminder is
sent once a week to all admins of the organization if the replacement has not
been done yet.

16.5 Account-related

16.5.1 Password reset

SAP Signavio Process Governance sends a password reset notification when
someone uses the Reset your password option.
SAP Signavio Process Governance sends this notification to the email address
entered on the password reset form.

16.5.2 Service account access expired

This notification indicates that access to an external service, such as Google
Drive - Upload file, has expired.

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 16 Notifications

SAP Signavio Process Governance sends this notification to the SAP Signavio
Process Governance user who configured their external service account.

16.5.3 License about to expire

This notification indicates that a SAP Signavio Process Governance license will
soon expire.
SAP Signavio Process Governance sends this notification to the administrators of
the SAP Signavio Process Governance organization whose license will expire.

16.6 Disabling notifications

You can disable some notifications by disabling Receive notifications via email
in Preferences.
The following notifications are still sent, even if notifications are disabled:
o Case due
o Task due
o Task escalated
o Scheduled reminders

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 17 Variables reference

17 Variables reference
See Variables for an introduction.

17.1 Case variable

The Case variable contains the data that starting a case creates. This variable
has several fields. You cannot change most of this data, except for the case
name and due date.
An email has a composite type, with the following properties.

Property JavaScript Type Description

Case ID id ID Unique identifier

Entered or generated editable

Name name Text
name

Case num- caseNumber Number Sequential case number

ber

Creator creatorId User User who created the case

Date and time the Creator started

Start date createTime Date
the case

Due date dueDate Date Optional editable due date

Case priority - values '0' (high) to

Priority priority Text
'3' (low)

URL of the case page in SAP Sig-

Case link link Text
navio Process Governance

The duration the case has been

Cycle time duration Duration
open

The last milestone the case has

Milestone milestone Text
passed

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 17 Variables reference

17.1.1 Case ID
The case variable's ID uniquely identifies this case among cases for all pro-
cesses.

17.1.2 Name
The Name field stores the name that either the Creator entered manually, or that
SAP Signavio Process Governance generated. Case participants can edit this
name. You might use the case name variable in a Send email action con-
figuration, to send emails that clearly identify their context by prefixing the subject
line with the case name.
You can update the case name in a JavaScript action (Script task) by assigning
a value to _case.name.

17.1.3 Case number

The Number field stores a sequential case number. Each process uses a sep-
arate case number sequence for its cases. In a Handle customer order process,
you could use the case number as a generated order reference, for example.

17.1.4 Creator
The Creator field records the SAP Signavio Process Governance user who star-
ted the case. The User type includes name and email address fields, so you can
use the case creator to configure a Send email action that automatically notifies
the requestor of an approval process’ result.

Only users can be case creators. When a sub-process is started by

another process, there's no case creator.

17.1.5 Start date

The Start date records when the case creator started the case. In an order pro-
cess, for example, you could use this as the order date.

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 17 Variables reference

The case end date is set automatically when the last action is
executed. While this date is not set, a case is open.

17.1.6 Due date

The Due date field stores the due date that case participants can set on the case
view. Unlike the other case variables, the due date does not always have a value.

You can update the case due date in a JavaScript action (Script task) by assign-
ing a value to _case.dueDate.

17.1.7 Case link

The Link field stores the URL of the case page in SAP Signavio Process
Governance. You can include this link in the body of email you send using a Send
email action, so that the recipient can immediately open the case in SAP Sig-
navio Process Governance. SAP Signavio Process Governance includes this link
its own built-in Notifications.

17.2 Trigger email variable

The Trigger email variable contains the email that started the case, for processes
that have an Email trigger. You can use this variable to use information from the
email that started the case during the process, and to send email to the sender.
This variable has the fields that the Email type defines. You cannot change their
values.

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 18 Keyboard shortcuts

18 Keyboard shortcuts
In some parts of the software, you can use the keyboard as well as the mouse for
specific operations.

18.1 Process builder

Arrow keys Move the selected diagram element
Delete Delete the selected diagram element

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 19 Markdown

19 Markdown
Markdown is a markup language which allows a text-to-html conversion. It was
invented by John Gruber (http://daringfireball.net), mostly based on email format-
ting. You can use Markdown to format descriptions, comments, and even emails
sent out from SAP Signavio Process Governance.

The Create document action does not support formatting text or

embedded images.

The following is a brief overview of how to use our variation of Markdown.

19.1 Headers
Larger headers can be formatted using = or #. Sub-headings can be created
using - or multiple #.
For example:

and the rendered result looks like this:

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 19 Markdown

19.2 Hyperlinks
Hyperlinks can be used in descriptions or comments.
In-text URLs (like http://example.com) are automatically turned into hyperlinks
without the need for additional formatting.
If you want to use a specific word or phrase as a hyperlink, use the following
format: [Word or phrase you want to turn into a link](http://example.-
com)

19.3 Emphasis
For bold and italic text, use **double** and *single asterisks*, respectively.

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 19 Markdown

19.4 New paragraph

To start a new paragraph, add two blank lines by pressing ENTER twice. This cre-
ates a new paragraph separated by one blank line in the output. Paragraphs can
only be separated by one blank line, additional blank lines are removed auto-
matically.

19.5 Blockquotes
Use > followed by a space to create blockquotes in your text. If you don't follow
the > with a space, the formatting won't work.

19.6 Lists
You can easily create numbered or bulleted lists using Markdown.
For numbered lists, simply type it as you would normally.
For bulleted lists, use an * or - for each bullet, with a space between the asterisk
or dash and the beginning of the bulleted point.

19.7 Horizontal rule

Use three or more ---, *** or ____ to create horizontal rules in your text.

19.8 Tables
You can create tables with Markdown, without having to copy and paste them
from another application.

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 19 Markdown

To create a table, use | to separate the different columns. Use at least 3 dashes -
to separate the header cells from the table body, and use colons : to align the
columns.

When finished, your table will look like this:

Note that the table is still created correctly if not all individual rows of the table are
perfectly aligned.

19.9 Embedding images

Only embed images that are publicly accessible, otherwise images

aren't shown later. If a system requires you to sign in to open the
image URL, images won't be displayed in the email, even for other
signed-in users.

To embed images, use the following format: ![Alt text](https://example.-

com/image-url-here "Optional hint")
Alt text will be shown when the image cannot be loaded. "Optional hint" is an
optional text, use it to show more information when hovering over the image.

19.10 Inline code and code blocks

Use ` to highlight inline code.

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 19 Markdown

Single backticks are used for highlighting a single word or phrase. Use three back-
ticks to wrap whole code blocks. Note that highlighting the code block will also
preserve the line breaks and indentation.

19.11 Inline HTML

SAP Signavio Process Governance does not support inline HTML.

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20 Technical notes
SAP Signavio Process Governance supports all popular browsers. At
https://www.signavio.com/browser-compatibility you find a detailed description
of the supported browsers. The site also automatically checks whether your cur-
rent browser is supported.

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 21 Tutorials

21 Tutorials

21.1 Tutorials to get started

Learn how to get started with SAP Signavio Process Governance:
o Your first document approval process
o Adding a decision to an approval process

21.2 Tutorials on specific topics

In addition, our Applied BPM Blog includes SAP Signavio Process Governance
tutorials. The following tutorials introduce features based on concrete examples.
o Multi-level-approval-workflows - complex approvals with many steps and
rules
o Supervisor look-up automation with CSV data - automatic task assignment
using external data
o Starting new cases with the workflow API - submitting public trigger forms via
HTTP
o Using an external web service for EU VAT number validation - calling an
external web service via SOAP
o Automatically starting scheduled workflow - repeating cases on a fixed
schedule
o Automatic workflow quality control tasks - adding automatic review tasks
o Workflow web service integration - updating an external database from a
workflow
o Process milestones for Workflow execution status visibility - using inter-
mediate events to model process milestones
o DocuSign workflow integration - adding electronic signatures to documents
o Multi-instance user tasks - creating user tasks for members of a group
o Business days calculation - using external public holiday data in JavaScript
action
o Vacation handovers - reassigning tasks and configuration task escalation
o Integrating a workflow with external web services - fetching external data

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 21 Tutorials

o Integrating a spreadsheet with a workflow - reading CSV data in a JavaScript

action
o ‘Four-eye’ approvals - adding permissions and parallel tasks to approval work-
flows
o Automatically triggering a workflow with form data - reading from a trigger
email
o Custom activity types using sub-processes - managing process complexity
o Decision gateway variables - re-using decision results
o Form fields with multiple values - entering lists
o Box.com integration - uploading files to the cloud
o Google Cloud Print Integration - printing files via the cloud
o Case name templates that identify orders - organizing cases
o Role-based assignment - configuring sticky task assignment

21.3 Your first document approval process

People often use workflows for document approval, a kind of management
approval. This tutorial uses the example of a recurring process for approving
some kind of report, which has two parts:

1. defining the process that forms a template of tasks for approving reports
2. running the process - starting a new case that groups the tasks for approv-
ing one particular report

To get started, in the main menu, select Processes. This shows the Processes
view, which you can use to create and view Processes.

The Processes view, where you can create a new process

You can also use an ad-hoc case, without a pre-defined process.

Select Create new process to start creating a new process model. This opens
the process name prompt.

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 21 Tutorials

Entering a process name, to create a new process

Enter the name Approve report, which describes the process’ goal. This creates
the new process and opens the process builder’s Trigger tab, which you use to
define how the process starts.
On the Trigger tab, select When a form is submitted to add a form trigger, so you
can start running the process by filling in a form. The document approval process
requires a report to approve, which corresponds to a trigger form field called
Report that you will use to upload a file.
In the form builder palette, select File to add the field to the form. Then select the
field to open its configuration panel on the right, enter the field label Report and
select the Mandatory option so the form requires a file upload.

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 21 Tutorials

The Trigger tab, after defining a form trigger to start a case by uploading a file

After choosing how the process starts, next define the actions that you will per-
form when running the process.
Select the Actions to load the graphical process editor. In the actions palette,
select Start to add a start event to the diagram. Then, with the start event selec-
ted use the actions palette or the mini palette that appears when you select a dia-
gram element to add a user task and end event.

Adding a start event (1), clicking the start event mini-palette’s rectangle icon to add a user
task (2), and clicking the user task mini-palette’s circle icon to add an end event (3)

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 21 Tutorials

Next select the start event, user task and end event in turn, and use the con-
figuration panel to set their names to draft for review, Approve report and report
approved, respectively.

The Actions tab, after adding a single Approve report action to a process

This simple process model only contains a single task, to approve the report.
Models don’t have to contain start and end events, but their names help clarify
the start and end statuses. Later, you can improve the workflow in various ways,
but first you should run the process that you have defined so far, so you can see
how it works.
Select Publish to run this process. This creates a published version of the pro-
cess, and shows the Versions tab, with this initial version.

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 21 Tutorials

The Versions tab, after publishing the first version of a process

Now that you have published the process, you can use it as a template to create
the first case for approving a document.
Select Start new case to start a new case. This shows the trigger form you set-up
earlier, which consists of a file upload field and a submit button. Select the file
field, and choose a June report.pdf file to attach to the case.

Running the process - using the trigger form to start a new case

Select Start new case to finish starting the new case. This creates the case, and
shows the case details view where you already see the process’s Approve report
task in the task list on the left. The first entry in the event stream, on the bottom-
right, shows the the trigger form data, including the uploaded file, which you can
select to open.

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The case details view, after starting a new case

Now you have created an run your process for the first time, you can repeat the
same steps to develop your process further: select Processes, select the process
from the list, make changes to the process model in the process editor, publish a
new version and then start a new case to try out the updated process.

After creating and running a simple approval process, you can

enhance it in several ways. Next steps include the following.
o Adding an explicit approval decision using an exclusive gateway
o Adding a result notification using the send email action
o Using organization groups to define task candidates
o Using process roles to automatically assign tasks
o Using access control to restrict process actions

21.4 Adding a decision to an approval process

An approval process such as a document approval requires a clear decision,
such as whether to Approve or Reject a document. This tutorial continues the
document approval process example from the previous tutorial and shows you
how to add a manual decision to a user task form.
To start, create a basic approval process with a single user task, as in the Your
first document approval process tutorial:

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A basic approval process with a single task

This basic process already includes the task for making an approval decision, but
it doesn’t give any guidance for making the decision. You can improve this pro-
cess so that the approval task’s form has Approve and Reject buttons, like this:

The result of adding a decision - a task form with Approve and Reject buttons

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In the process model, an Exclusive gateway after the user task will represent the
decision. To add the gateway to the model, select the Exclusive gateway button
in the tool palette. This adds the diamond shape with an X to the diagram.

Adding an exclusive gateway to the process model

Next, drag the end event to the right, to make room for the gateway, and drag the
gateway symbol onto the transition from the user task to the end event as shown:
For the next step, add a new path to the process that represents the decision to
reject the document. This means adding a second transition from the exclusive
gateway to a new end event. To do this, select the exclusive gateway, and drag
the end event (circle) icon to where you want to new end event, as shown:

Name the new end event to describe the alternate end status, to make the dia-
gram easier to understand. Select the event and enter the name report rejected.

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Naming the alternate end event with a different end status

Now you can configure the gateway with the decision. To use an exclusive gate-
way for a manual decision, it must have an incoming transition from a user task
and more than one outgoing transition. Select the exclusive gateway to open its
configuration pane, and enter the decision options Approve and Reject, using the
end event names to get them the right way around.

Configuring Approve and Reject decisions on an exclusive gateway

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You can see the result of configuring the manual decision on the user task form.
Select the user task, which opens its configuration pane’s Form tab. At the bot-
tom, underneath where any fields would appear, you now see the decision
options as Approve and Reject buttons. In the form description field, enter instruc-
tions for making the decision: Approve or reject the attached draft report.

Adding a description to a task form that now shows Approve and Reject buttons

Now you can see the result of adding the decision to the process. Select the Pub-
lish changes button (top-right) to publish a new version of the process, then
select Start case next to the latest version in the list. Start the case, completing
the trigger form if you added one, and open the Approve report task. The task
page shows the task form with the description you entered, and the decision but-
tons.

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Running the process - the form for a manual decision with Approve and Reject buttons

Select Approve to record the decision and complete the user task. The case view

history panel now shows the Approve decision.

After completing the form, the history panel shows the Approve decision

Decisions like these don’t only occur in document approval processes. In prac-
tice, many kinds of business processes use one or manual decisions that you can
add in the same way.

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