How do I share or publish a process?

A process map is not meant to be kept to yourself. It is created to be viewed by others. In Engage Process, this can be done in two ways: sharing or publishing a process.

Below, we explain the difference.

Sharing
Sharing a process is typically done when the process description is still in a draft or concept phase. You share the process with one or more users to collect feedback. After one or more iterations, the process reaches its final version.

Publishing
Publishing a process is done when the process description is final. Once published, the process becomes part of the (digital) process manual and is available in the Engage Process Viewer, which is accessible to the entire organisation.

Use the links below to jump directly to a specific section:

How do I share a process?
How do I publish a process?
How do I create a Viewer link?

How do I share a process?

Sharing a process for the first time

To share a process that has not been shared before, follow these steps:

Open the process you want to share.
Go to the Collaborate tab.
Click the Share button.

The Share window will appear.

Share options

You can configure the following options:

Also show linked process(es)
Enable this option if the process contains links to other processes and you want Viewer users to see the top level of those linked processes as well.
Allow user comments
Enable this option if users are allowed to leave comments in the Viewer.

Please note:
Commenting on linked processes is only possible if those linked processes are shared separately and commenting is enabled for them.
Allow anonymous users
Enable this option if you want to share the process with people who are not registered Engage Process users. You can then enter their email addresses.

Please note:
This option is only available if it has been enabled by your administrator in the Admin Centre under Security.

Share with

Enter the users or groups you want to share the process with.
Click Add User/Group.
Select one or more users and/or user groups.
- Tip: Hold Ctrl to select multiple users.
If anonymous sharing is enabled, you can enter one or more email addresses for non-registered users.
Click Agree to confirm.

Expiration date

You can set an expiration date for the shared process:

After this date, the process can no longer be viewed in the Viewer.
By default, the expiration date is set to 1 month.
The maximum duration is 3 months.
You can also choose no expiration date.

Please note:
If Allow anonymous users is enabled, an expiration date is mandatory for security reasons.

Description

Add a description explaining:

The purpose of sharing, and/or
The most important changes compared to a previous version.

This description is visible in the Viewer by clicking the information icon in the top-right corner.

Final step

Click Agree to share the process.

All selected users (except yourself) will receive an email notification containing a direct link to the process in the Viewer.

Resharing a shared process

If you make changes to a process that is already shared, you can share it again.

When you click Share, a confirmation message appears. Click Yes to open the sharing window.

A new share option is available that allows you to decide whether:

The current version should be shared, or
The previously shared version should remain available (for example, if you only want to add extra reviewers).

How do I publish a process?

Modeler users cannot publish processes directly to the Viewer. Publishing is performed in the Engage Process Publisher.

As a Modeler user, you can submit a process for publication.

Submitting a process for publication

Open the process.
Go to the Collaborate tab.
Click Submit for publication.
Select one or more processes if you want to submit multiple at once.
Click Next to add an explanation (optional), or click Agree to continue.

If an older version of the process is still shared in the Viewer, a message will appear asking whether you want to stop sharing that version.

Click Yes to keep the process manual clean and up to date.

Publishing rights

If you have the role Publication Administrator, you also have access to the Engage Process Publisher.

If the process has already been published before, you will be asked whether you want to replace the existing published version.
Click Yes to make the new version immediately available in the Viewer.

A confirmation message will appear once the submission has been completed successfully.

How do I create a Viewer link?

For both shared and published processes, you can create a direct Viewer link from the Modeler. This is useful when:

Using a generic Viewer account
Sending manual email notifications
Creating shortcuts on a desktop, intranet, or start menu

Creating a Viewer link

Open the process.
Go to the Collaborate tab.
Click Create Viewer Link.

Configure the following options:

Status
Choose whether the link should point to a shared or published process.
Module
Leave Viewer App selected.
Process step
Enable this option if you want the process to open with a specific step highlighted.

Please note:
If the correct step is not selected, close the window, select the correct step in the process, and create the link again.
Username and Password
Enter the credentials of the generic Viewer account.

Click Test Link to validate:
- The process is shared or published
- The user is authorised
- The credentials are correct
Click Copy to Clipboard and then Close.

You can now paste the link wherever needed.

Please note:
Although this article refers to processes, the same sharing and publishing principles also apply to brainstorming diagrams and outlines created in the Engage Process Modeler.