How can I handle comments?

In this article, we explain how to view and handle reactions (comments) that are submitted on a process within the Engage Process Platform.

When a process is shared or published in the Engage Process Viewer, users may leave reactions if this is allowed. The Modeler user responsible for the process can be notified of these reactions by e-mail.

Reactions are also visible in the Modeler and can be processed there.

How can I view reactions on a process?

To view reactions on a process, follow these steps:

1. Open the process for which you want to see reactions.

2. Go to the Collaborate tab.

3. Click Show reactions.
   A panel will appear on the right-hand side of the screen showing all reactions.

 

 

Each reaction is displayed with a background color that indicates its status. The status is also shown at the bottom-left of the reaction.

Reaction statuses

• New (light blue) – A new reaction that has not yet been processed.

• Accepted (light green) – The reaction has been accepted by the Modeler.

• Passed (dark green) – The reaction has been accepted and implemented in the process.

• Rejected (red) – The reaction has been rejected by the Modeler.

Information shown in a reaction

• Top-left: The process step where the reaction was placed (if applicable).

• Top-right:

  • The name of the user who left the reaction

  • An icon indicating whether the reaction was placed on a shared or published process, including the version number

• Center: The reaction text

• Bottom-right: Date and time the reaction was posted

How do I handle a reaction?

Reactions submitted in the Viewer can be handled in the Modeler as follows:

1. Open the process.

2. Go to the Reactions tab.

3. Click Show reactions to open the reactions panel on the right.

4. Select the reaction you want to process and choose one of the following actions:

 

 

Available actions

• Respond to reaction
  Reply to a new reaction.
  The author receives an e-mail notification (unless disabled in the Admin Center).

• Accept reaction
  Accept the reaction and take action on it.
  The author receives an e-mail notification.

• Reject reaction
  Reject the reaction without taking action.
  The author receives an e-mail notification.

• Reaction has been implemented
  Mark the reaction as implemented after making the change in the process.
  No e-mail notification is sent for this action.

Important notes

• Users can only delete their own reactions while the status is New.

• No e-mail notification is sent when a reaction is deleted.

• Reactions with status Passed or Rejected disappear from:

  • The Modeler when the process is re-shared or republished

  • The Viewer for the new shared or published version

 Tip
Passed reactions can be viewed in the Viewer by clicking the asterisk (*) next to the process name and selecting More… next to a version. This provides an overview of implemented reactions and makes reactions a powerful tool for change management.

What is a “Send list reaction notification”?

By default, reaction-related e-mail notifications are sent only between:

• The author of the reaction

• The Modeler user handling the reaction

You can extend this by configuring a Send list reaction notification, for example to notify the process owner or a specific group of users.

How to set it up

1. Open the process.

2. Go to the Reactions tab.

3. Click Send list reaction notifications.

4. Add or remove users or user groups.

5. Click Agree to save the list.

 Note
Although this article refers to processes, reactions can also be left on:

• Shared or published brainstorm diagrams

• Shared overviews