The Modeler is used to map both existing processes (current) and improved processes (desired). While mapping a process, all kinds of suggestions for improvement or other findings can be noted. These findings were often noted in the ‘Remarks’ window of a process or a process step. In practice, we often saw that actions were linked to most findings. These actions were then placed on the Engage Process Teamboard.
To quickly go to a specific part of the page, click on the hyperlink below:
Create a finding
Submit a finding to a board in Teamboard
Link a process to a board in Teamboard
Delete a Finding
Export findings
Open the linked board in Teamboard
To simplify this, we introduced the Findings functionality. In short, it comes down to creating findings for a process (step) in the Modeler and the option to send these findings to a board in Teamboard.
You can find the various options regarding findings on the ‘Findings’ tab at the top of the Modeler.
You can create a new finding, edit an existing finding, submit a finding to a Teamboard board or delete a finding. Findings are displayed in the ‘Findings’ pane, which by default appears in the lower right corner of the screen after clicking the ‘Show findings’ button on the ‘Findings’ tab. Finally, findings can be refreshed or exported to a PDF, Word or Excel document.
Finally, you can also link a process to a Teamboard board and open the linked board in the Teamboard.
Create a finding
There are two ways to create a finding to a process (step), namely by clicking the 'Add Finding' button on the 'Findings' tab or by right-clicking in the 'Findings' pane and selecting the 'Add Finding' option.
The following dialog box appears:
Fill in the field ‘Short description’. The content of this field will be used as the title of the finding and as the title of the work item (= card) that is created when the finding is sent to a Teamboard board.
Optionally fill in the field ‘Long description’. The content of this field will be shown with the work item in the field of the type ‘Long text’ where in the board settings of that board is checked: “Use this for findings” (see below).
If you selected a process step, its number and name will be displayed at the bottom of the window. This process step will automatically be shown in the ‘Process Step’ field of the associated work item in Teamboard. The value of the ‘Process’ field of the work item is the name of the process in which the finding was created. If the process step was selected by mistake, you can still detach the finding from this process step by removing the check mark above the step name from the box.
Click <OK> to create the new finding. It will automatically be shown as a new card in the ‘Findings’ pane with the current date and time, your name, the entered short description and optionally the name and number of the linked process step.
Submit a finding to a board in Teamboard
To send a finding to a board, select the finding in the ‘Findings’ pane (bottom right by default) and click the ‘Submit findings’ button on the ‘Findings’ tab or right-click in the ‘Findings’ pane on the finding that needs to be sent and select the ‘Submit findings’ option. The following dialog box will appear:
The list of boards will only show those boards that are already linked to the process. Select the board you want to send the finding to. If necessary, click the ‘Add a board link’ button to expand this list. See below under ‘Linking to a board in Teamboard’ for more details.
Select one of the boards and optionally specify the type of work item (in the example above 'Idea') and click <OK>. The selected finding will be converted into a work item on the selected board and as a result the card in the ‘Findings’ pane will change appearance. The creation date will be replaced by the submission date and the name of the destination board in Teamboard will be added together with the current status of the associated work item. These findings can no longer be edited, deleted or sent in the Modeler. This will now be done on the relevant board in Teamboard itself.
Please note! Only findings that have not yet been submitted can be submitted.
Link a process to a board in Teamboard
To link the process to a board in Teamboard, open the process and click the ‘Link to board’ button on the ‘Findings’ tab. The following window will appear:
In the list of boards linked to this process, only those boards that were previously linked to the process are shown. The board selected with a blue background, if any, is the one that was recently used.
Click on the ‘Add a board link’ button to link the process (also) to a (different) board. The following window appears:
Select a board and click <OK> to link the selected board to the process.
Please note! To link the process to a board, you must have the ‘Owner’ role for this board in Teamboard as a user.
You can also create a new board for findings by clicking the ‘Create new board for findings’ button. The following window will appear:
Enter a name for this new board and click <OK>. The new board will be created based on the template ‘Process Improvement Board with Findings’. It will be automatically added to the list of Teamboard boards linked to this process.
Please note! The ‘Create New Board for Findings’ button is only visible if you have been assigned the ‘Teamboard creator’ role in the Admin Center.
Only a user with a Modeler license can link a process in the Modeler (i.e. the process under development) to a board. However, a user with a Teamboard license can unlink the board from the process in the Modeler. This board will then also disappear from the list of boards linked to this process in the Modeler.
Delete a Finding
To delete a finding that has not yet been submitted, select the finding in the Findings pane and click the ‘Delete findings’ button on the ‘Findings’ tab, or right-click the finding to be deleted in the ‘Findings’ pane and select ‘Delete findings’. You will be prompted for confirmation.
Only findings that have not yet been sent to a board can be deleted. As soon as a finding has been sent to a board, it is converted into a work item and can only be deleted in Teamboard. After deleting the corresponding work item on the board, the finding will also disappear from the ‘Findings’ pane in the Modeler, possibly after refreshing it by clicking the ‘Refresh findings’ button on the ‘Findings’ tab.
Export findings
Click the ‘Export findings’ button on the ‘Findings’ tab. The following dialog box appears:
Select the type of export file you want to create. Select the page size for the PDF or Word export or select the processes for the Excel export and click the <Finish> button. Wait for the file to be downloaded and displayed by the internet browser.
If you have filtered the findings in the ‘Findings’ pane, only the filtered findings will be included in the export file.
Exporting to Word and PDF will create a text document with the name of the process and a small table with properties of each exported finding. Only properties that have a value are shown.
Exporting to Excel will create a workbook with a table with the properties of all exported findings.
Open the linked board in Teamboard
To open the board in Teamboard that is linked to a finding, right-click on a submitted finding in the ‘Findings’ pane and select the ‘Open board’ option.