In this article, we cover how to handle responses received on a process in the Engage Process Modeler.
In the Engage Process Viewer, if allowed, a response to the process can be given. The Modeler user managing the process can be notified of this through an e-mail notification.
In the Modeler, these reactions are also visible and can be handled further.
How can I view the comments to a process?
To view reactions on a process, do the following:
- Open the process for which you want to see responses;
- On the ‘Collaborate’ tab, click the ‘Show reactions’ button and a window will appear on the right-hand side of the application showing the reactions.
Below is an example of a reaction.
The background colour of a reaction indicates the status of the reaction. It can also be found at the bottom left of the reaction.
A reaction can have the following status:
- New (light blue): this is a new comment that has not yet been dealt with.
- Accepted (light green): this is a reaction accepted by the Modeler user.
- Passed (dark green): this is a reaction accepted and then passed on by the Modeler user. This means that the reaction, usually in the form of a change, has actually been done in the process diagram.
- Rejected (red): this is a reaction rejected by the Modeler user.
Below is a brief explanation of the other data accompanying the reaction:
- At the top left is the name of the process step at which the reaction was left. If nothing is shown here, then the reaction has not been left specifically on a process step.
- At the top right are:
o the name of the user who left the comment.
o an icon showing whether the comment was left on a shared or published process and on which version number.
- In the centre is the comment itself.
- The bottom right shows the date and time when the comment was posted.
How do I handle a comment?
The Modeler user can further handle a comment left in the Viewer on a process in the Modeler.
This is done as follows:
- Open the process whose reaction you want to handle.
- On the ‘Reactions’ tab, click the ‘Show reactions’ button. A ‘Reactions’ window appears on the right-hand side of the screen showing the reactions that still need to be processed or that have been processed.
- Click on the reaction you want to work with and then click one of the following buttons:
o Respond to reaction: if you want to respond to a new reaction. The author of the original comment will receive an e-mail notification informing them that the comment has been responded to (unless this e-mail notification has been turned off in the Admin Centre).
o Accept response: the Modeler user agrees with the response and will take action on it. The author of the comment will receive an e-mail notification stating that the comment has been accepted (unless this e-mail notification has been turned off in the Admin Centre).
o Reject reaction: the Modeler user does not agree with the reaction and will not take action on it. The author of the reaction will receive an e-mail notification informing him that the reaction has been rejected (unless this e-mail notification has been turned off in the Admin Center).
o Reaction has been implemented: after accepting the reaction, the Modeler has actually made the necessary adjustment in the process. The author of the reaction does not receive an e-mail notification stating that the reaction has been implemented.
Please note! Users can only delete their own reactions if they still have ‘New’ status.
Note! Comments to a shared process with status ‘Passed’ or ‘Rejected’ will disappear from the ‘Comments’ window in the Modeler, but also in the Viewer when the process is shared again. Comments to a published process with status ‘Passed’ or ‘Rejected’ will disappear from the ‘Comments’ window in the Modeler, but also in the Viewer when the process is republished.
Tip: Passed responses are shown in the Viewer App when you click the asterisk behind the process name at the top of the application. Then click on the text ‘More...’ next to a version and you get an overview of any implemented reactions. So you can use ‘Reactions’ perfectly for change management. If you enter all (relevant) changes as reactions and process them, you can always look back to see which changes were made compared to the previous version of that process.
What is a ‘Send list response notification’ and how do I set it up?
The Engage Process Platform automatically sends email notifications to users based on certain events. This includes reactions. Normally, e-mail notifications regarding reactions are always between two users, namely the author of the reaction and the Modeler user who handles this reaction. You can also choose to send these e-mail notifications to more users, e.g. the process owner of the process. To make this happen, you set up a so-called ‘send list reaction notification’. Below, we explain how you can do this:
- Open the process;
- Click on the ‘Reactions’ tab and press the ‘Send list reaction notifications’ button.
- In the window that appears, you can add (or remove) users (groups).
- Press <Agree> when you have compiled the list.
Note! We always talk about a process in this article, but a reaction can also be left on a shared or published brainstorm diagram or a shared overview.