Business Process Management Features
Business Process Management: Modeling
Modeling business processes in a simple and intuitive graphical environment without coding
Business processes are modeled in a simple and intuitive environment of ELMA Designer. Business analysts do not need programming skills to be able to model a business process.
Using drag-and-drop, they place the required elements to the modeling sheet and link them with connectors.
Describing processes in BPMN (steps and executors)
ELMA BPM uses BPMN 2.0 for business process modeling.
Each process step is represented as a modeling element, and each process participant as a swimlane. As a result, a business process model created with BPMN elements is an illustrative diagram that shows how exactly the process works, which tasks process participants need to complete to achieve the desired result and who is responsible for each process step.
Configuring process context (data and documents)
When modeling a process in ELMA BPM, a user configures the process context, in other words, determines which information will be available to users, specifies their actions and process outputs.
All these settings are done in ELMA Designer.
Configuring a responsibility matrix of the process – determining roles of the process participants
When modeling a process, ELMA BPM allows configuring responsibility matrix, or in other words, determine roles of process participants. ELMA BPM automatically adds users who take part in a process to the responsibility matrix. In addition, you can configure process roles manually.
Using pre-start user forms of business process
ELMA Designer allows users to configure and select pre-start forms of business processes. The form can contain any variable that simplifies the execution of the business process. All the information is filled out immediately after you click the start process button. To differentiate process instances in the web application, we recommend to give them unique names generated from a template.
Custom task interfaces – configuring display of almost any system page (.Net Razor markup)
Customize task interfaces in a convenient manner. By using .Net razor markup you can configure the display of almost any system page. All settings are performed in ELMA Designer. For example, standard task form looks as follows:
Once it is customized, it will look like this:
Attaching user instructions to business process tasks
In ELMA BPM, you can attach explicit instructions to process tasks, to make sure that users get all the necessary information to complete their assignment. At each process step, a user can open the instruction to find a detailed description of the current task.
Adding escalation events to business processes
When modeling business processes in ELMA Designer, you can add escalation events to the process diagrams. An escalation event allows automatically quitting a process activity when a timer goes off or when an error or a script condition occurs. This helps to complete the process in time.
Checking process models for errors
After you have designed a business process model, you can check it for any logic errors. The built-in checking tools detect errors, show a respective warning and give tips on how to eliminate the errors.
Using C# scripts in business processes
This feature allows you to optimize a business process by automating process activities that otherwise would be performed manually or semi-automatically.
Sript Builder is a visual tool for script modeling
For analysts unfamiliar with programming, ELMA BPM offers the visual script builder for creating simple scripts. Users can add variables, create new objects, and call ELMA API methods by using drag and drop. Although no coding is involved directly, Visual Editor has a special mode that allows you to view the code that will be generated according to your template at any time.
Built-in tools for checking errors in scripts
When modeling business processes in ELMA, you can use script tasks. You need to make sure scripts are written correctly. ELMA Designer has special tools for checking script syntax.
Escalation events in case of script error
Sometimes when performing scripts, errors occur and slow down process execution. In ELMA Designer, you can configure escalation events that trigger if a script error occurs. In this case, a responsible user receives a respective notification.
5.1.3 Importing processes from XPDL
ELMA BPM can import business process models from other modeling systems (for example, Business Studio). Any process in XPDL format can be imported to ELMA. For example, a business process model created in Business Studio looks as follows:
Once the XPDL file is imported in ELMA BPM, a business process model looks as follows:
Copying business processes to speed up modeling of similar processes
To speed up modeling of similar business processes, you can copy a process created in ELMA Designer. A copy of the process will contain a graphical model, context variables, responsibility matrix and other data stored in the original process.
Configuring company’s organizational structure
ELMA BPM has a special editor (ELMA Designer) for modeling an organizational structure of a company. You can create a diagram that reflects departments, job positions, sub-divisions, etc. The logic implemented in the organizational structure is further used by ELMA for business process execution, permission settings, etc.
Organizational structure versioning
A company hierarchy reflected in the organizational structure can change with time. It is important to keep information about changes at hand and be able to roll back to one of the previous versions if necessary. ELMA Designer stores the version history (including the author and the publication date) and allows you to restore the version you need.
Managing Business Processes: Execution
Automatic task assignment, according to the process model
When starting a business process, ELMA BPM automatically assigns tasks to the respective users according to the process graphical model. A task executor receives a respective notification and can check the task in the task list.
Sending messages to process participants
If necessary, a user can ask and answer questions about a business process and leave comments. Users receive notifications about questions and comments in their Messages section, where they can write their answers. The dialog between process participants is displayed on the business process page, on the history tab. It is very convenient because users can find all the necessary information in one place.
Starting the process from external environment using HTTP-requests
In ELMA BPM, you can use SOA Connector to start a business process from an external application. The easiest way to access the ELMA business process from an external application is to send HTTP requests.
Initiating business processes with a set of input data from portal pages (ELMA Web portal or external system)
Using SOA Connector, you can start a business process in ELMA BPM with the set of pre-configured input parameters, for example, customer information (name, contact details) and order details. Since you don´t have to enter this data manually, you save time and prevent errors by excluding manual operations from the process.
Granular access permissions to the process
In order to ensure security and maintain confidentiality, you can select users who will be able to start a process in ELMA Web Application. For this, you only need to specify the process Initiator at the modeling stage.
Managing business processes: Control
Monitor business processes in real-time and analyze process performance with Process Monitor. It is a convenient tool that enables you to track parameters of started processes, find bottlenecks and make timely decisions to eliminate them. Process monitor shows all the information about business processes on one page. If necessary, select the required process to see the details. Note, that you will be able to check out process details only if you are a process owner, supervisor or informed person.
Full Process Monitor
Some users, usually managers and executives, can monitor all the business processes of the company using Full Process Monitor. When it´s necessary to track many business processes at a time, it may be inconvenient to work with a flat list. Full Process Monitor shows business processes grouped by types/departments/areas and ensures easy and quick navigation.
Portlet for controlling process progress
The "Process Monitor" portlet shows current information about business processes. Place this portlet on the main page of ELMA Web Application to quickly go to the process details or open a process instance page. The portlet displays the information according to the filter you have previously configured in the Process Monitor section.
Flexible process search
ELMA BPM provides quick and convenient tools for searching business processes by their attributes. The search can be performed for any set of attributes, complex conditions or links to other objects (in this case, EQL data language is used).
Process filter – searching processes by a particular parameter
In ELMA BPM, you can configure filters for most of the system objects. It is very easy to customize filter parameters, for example, select frequently used attributes and save them in a single filter. There are common filters configured by the system administrator and personal filters that can be easily set by a user.
Notifying process participants about all the process events
Set up notifications to inform process participant about all the process events in a timely manner. This activity is configured in ELMA Designer at the modeling stage. After it is set, users will receive respective notification in the Web Application about the status of the tasks, operations, etc.
Managing business processes: Improvement
Receiving feedback for process improvement
ELMA BPM is adaptable and allows you to improve business processes after they have been implemented. All the changes can be applied immediately. When working in the system, users can provide improvement suggestions and critical feedback for process improvement. For example, how to change process graphical model or improve a task form. To collect all the suggestions, ELMA BPM provides tools for improving business processes. The "Improve" button is available to all users at any stage of the business process and allows them to make suggestions when necessary.
Improving business processes at any moment without coding
ELMA is adaptable and allows you to improve business processes after they have been implemented. All the changes can be applied immediately. No coding is required to create and improve processes in ELMA Designer, that is why even users with no programming skills can do it.
ELMA BPM supports process versioning. Users can edit and restore process versions in ELMA Designer. This feature ensures transparency when working with business processes. It is easy to track who and when made changes and check the current status of the process. The number of the current process version is displayed in the ELMA web application.
Automatically creating business process documentation
Using ELMA Designer, you can automatically create process documentation in an HTML format, excluding unnecessary information (responsibility matrix, context, connectors, etc.). This documentation can be used for process approval.
Generating Process Policies, including in the form of job descriptions
Model, execute, control business processes in ELMA BPM and, if necessary, generate process policies. Once policies are created in ELMA Designer, users can print them and use as a job description.
Exporting graphical models of business processes
ELMA Designer allows exporting graphical models of business processes to your PC. The image will have the ELMA logo in the lower right corner and the same name as the business process. By default, images are saved as a .png file.
Using SOA Connector and Web services to establish data exchange with external applications
ELMA BPM can be easily integrated into the IT infrastructure of the company. You can publish each business process so that it has a web service and a launch link. Use SOA Connector to start a business process from external applications. This feature enables you to align business process launch to the events that occur in other information systems.
ELMA API is a set of systematic methods combined in a hierarchical structure. By using ELMA API when developing scripts, you can reduce the amount of code, and make the code more understandable. In addition, it is possible to use the AutoComplete function - it significantly speeds up the process of creating scripts.
ELMA Web API is a set of root web services that allow you to interact with the server at the SDK level, for example, load a list of tasks, documents, track changes in system objects, and much more.
Interaction between processes – Send Message and Receive Message tasks
Send Message and Receive Message tasks help to organize message exchange between two processes. Using these activities, you can export/import values of context variables without using sub-processes. It is a convenient feature for those cases when two business processes are performed independently, but at some point, one of the processes requires information from another process to continue.
Downloading applications from ELMA Store
ELMA Store is a collection of ready-to-use solutions that extend the capabilities of ELMA BPM. You can download business processes, process packages and ELMA modules and adapt them to your business.
Shared Information Space Features
Creating shared information space
Configuring company’s organizational structure
ELMA BPM has a special editor (ELMA Designer) for modeling an organizational structure of a company. You can create a diagram that reflects departments, job positions, sub-divisions, etc. The logic implemented in the organizational structure is further used by ELMA for business process execution, permission settings, etc.
A single object model to create new and edit existing objects
ELMA BPM allows you to extend any of existing objects (for example, add new fields), create a custom object and use it for modeling and executing business processes. With custom objects, you can easily adapt ELMA BPM to the requirements of your organization
Configurable system objects
Objects are used to store multiple data sets. By default, the system has a set of objects, but if necessary users can create and configure custom objects. Users can add new parameters or use other system objects as attributes. The system and custom objects form a single object model and operate integrally.
Creating filters for most system objects
Create filters for the system objects to display only the information that you need. You can filter objects by attributes, complex conditions or links to other objects (by using EQL data language). There are common filters configured by the system administrator and custom filters that can be easily set by a user
Importing/Exporting data from one ELMA configuration to another
When implementing or/and improving the system, it is often required to transfer data from one configuration to another. ELMA provides a tool that allows easily exporting/importing configurations. For example, if improvements are implemented on the test server, all the changes can be effortlessly transferred to the operational server using this tool.
Multilingual interface: users can select different display languages
ELMA BPM supports multilingual interface. Standard ELMA BPM package supports four languages: Russian, English, Spanish, and German. In the system settings, you can select the default language. At the same time, each system user can select the required language. All system components (ELMA Agent, mobile applications, etc.) will automatically switch to the selected language.
Configuring color theme of different interface elements
In ELMA BPM, users can easily customize color theme of different interface elements. A consultant or an administrator can configure color settings – colors are selected from the palette and no additional coding is required.
Customizable business roles to determine access permissions and user's workplace
ELMA BPM enables users to configure role interfaces. Using Portal Editor, specify types of users working in the system, configure scripts for each user, and, based on a set of scripts, create a convenient interface for a particular role.
Customizable workplace (customizable pages)
ELMA BPM has an adaptive and user-friendly interface. You can customize the design of UI for a particular group of users in order to improve their user experience and display the required information in an understandable and convenient manner.
Built-in WYSIWYG HTML editor to create internal web-pages with functional ELMA elements
Create custom pages (portlets and text pages) to easily navigate through the system. Text pages are created in the built-in WYSIWYG HTML editor using functional ELMA elements. It is an easy-to-use tool that does not require programming skills.
Tool for workplace customization available for each user
Any user of ELMA BPM can customize their workplace (main pages) without coding. It doesn’t take much time to change the page and requires only a computer mouse.
Standard system portlets
Company Employees: use this portlet to check the list of company employees, find their contact details, see upcoming birthdays and recently hired specialists.
Messages: this portlet shows all the incoming and outgoing messages and information channels available to a user. It provides quick access to the user's messages and allows responding to them without opening a respective section of the system.
ECM (Documents, Document search): these portlets contains links to quickly access recent documents and allows for quick and advanced search of the documents.
CRM (Leads, Deals, Inpayments): when managing customer relationship, it is very important to quickly access all the available information. For example, a head of the sales department needs to track deals, check a plan of incoming payments and leads.
Schedule compliance (Tasks, Tasks form me): Use this portlet to monitor your current incoming tasks, as well as the tasks you have assigned to other users. Check task deadlines, executors and read task description in one place.
Process Monitor: allows you to simultaneously track all the current, completed and interrupted processes and tasks performed within these processes. In addition, you can search tasks by different parameters. By monitoring process statuses, you can identify bottlenecks and timely react in order to speed up process execution.
Filter: place this portlet on the main page and quickly access the filtered data. You can apply only one filter at a time.
HTML portlet: This information portlet is an editable html page. To edit the page, go to the portlet settings. The html page is intended for creating and formatting texts, lists, tables, images and other elements available in HTML markup language.
Creating custom portlets
In ELMA, you can create custom portlets. There several ways to develop new portlets:
- Web Modules
- Code Portlet
- HTML Portlet
Place custom portlets along with the standard portlets on the main page of ELMA BPM.
Creating company’s knowledge base
Using ELMA BPM, you can create electronic knowledge base of the company and thus provide quick access to the required information. The knowledge base consists of configurable HTML pages, which contain links to other HTML pages.
Exchanging information and establishing communication with colleagues
A single tool for obtaining information and interacting with colleagues
The Messages section is one of the important sections of ELMA Web Application. It allows receiving notifications on different system events and changes. For example, notification on a new task or a new document, comments to tasks, etc. The Messages section also helps establish effective communication across departments: users can send messages to each other, make comments, send documents, etc.
Configurable info channels according to user groups
An information channel is a convenient means for exchanging messages between groups of users. Send and receive text messages, attach files and documents and exchange important information within the system. What is more, you can set granular access permissions to the information channels and thus provide a high level of confidentiality.
Messages types “users – users” or “users – user groups”
With ELMA Messages section, it is easy to establish communication across departments and exchange messages. Your recipients are not only users but also information channels and groups of users. You can add and delete users from a group any time you need.
Notification on the system events
ELMA BPM has various features to notify users about system events. Notifications are sent via different channels, supported by popular OS (Windows, OS X, Linux).ТFor example, notifications on the assigned tasks and incoming messages can be sent to the user’s email address.
ELMA Agent can send instant notifications to users as well. When an important system event occurs, ELMA Agent keeps track of it and notifies a user.
Setting the priority for system messages
One of the problems a user faces when working with messages is an excess of information. Users can set the priority for system messages to see them sorted according to their importance.
Setting Notification Exceptions
To manage received notifications more efficiently, set the priority for the messages (see above) and configure exceptions. Thus, you can select the notifications you want to receive and prevent information overload.
Select the notification types that you don’t want to see in the Messages section and add them to exceptions. For example, it’s possible to disable notifications on changes in tasks, new supervisors, task start
Flexible calendar settings
ELMA BPM allows configuring a business calendar in a flexible manner: determine working days and hours, specify holidays and lunchtime. Since many business processes depend on the business calendar, it is important that the calendar corresponds to the actual work schedule adopted in the organization. Once the calendar is configured, it becomes a global system rule: all the tasks, business processes, and calendars adopt the established work schedule.
Personal and company’s calendars with convinient scheduling features
ELMA Calendar helps users to schedule their work time for different tasks. In the calendar, they can plan calls, meetings, webinars, tasks, etc. Each system user has their personal calendar and has access to the common calendars (if they were created).
Integrating calendars with MS Outlook, Google и iCalendar (iOS)
In ELMA BPM you can easily and quickly import and export calendars if you have respective access permissions. For example, you can export your personal calendar, a calendar of your subordinate, or a common system calendar. ELMA BPM allows exporting calendars as iCalendar files, which is a common format, supported by many applications, such as MS Outlook, Google Calendar etc.
Importing external calendars using URL
There are users who work with multiple calendars. Thy might need to access all the information in one window. ELMA BPM lets users import events from external internet calendars. All the imported data will be displayed in the Calendar portlet.
Managing calendars of subordinates
In ELMA, department heads have access to the calendars of their subordinates and other heads, if they have the respective permissions. The department head can check subordinates’ calendars and evaluate their workload, and if necessary edit schedule, assign tasks and plan meetings.
Monitoring Employee's activities
Checking user’s workload and schedule compliance in a single interface
ELMA BPM provides quick access to the information about company’s employees. Their workload, schedule compliance, birthdays and other personal information is displayed in a single interface. Department heads have a panoramic view of their departments, they can check current tasks and calendars of their subordinates.
If one of your team members takes a leave of absence, it must not affect the productivity of the whole team. ELMA BPM has a substitution feature. When assigning a substitution, you can configure task permissions. What’s more, to avoid excessive workload, you can distribute all the active tasks among several people.
History of actions performed with a document
In ELMA BPM, you can select which parameters will be shown in the document history. Similarly, you can configure actions available for users on the document page and document folders. Each organization can customize document history according to its needs and requirements.
Integration with external applications
Use ELMA BPM independently from other company software or integrate it into the IT landscape of the organization. It allows solving the most complex tasks using data collected across different systems. For example, you can integrate ELMA with a website or a CRM solution by using ELMA Framework (a knowledge base and tools for extending the system). ELMA Framework includes ELMA API, ELMA Web API, development documentation.
Accessing Web Portal in different web browsers
Users can work in ELMA Web Portal using different browsers, for example MS Internet Explorer, Mozilla Firefox, Safari, Google Chrome.
Different ways to authorize in the system
Only authorized users can access ELMA Web Portal. What’s more, ELMA BPM provides different levels of security. For example, to gain access users can be asked to enter a username and a password. ELMA also supports security certificates and security tokens (only for Russian version). By default, users must enter their username and password to log in.
Using trusted devices to restrict access to the system
To improve security, you can create a list of trusted devices, which are allowed to authorize in the system. Users can access the system with their login and password using only a specified device (for example, user’s PC or mobile). You can configure trusted devices in a user profile in a minute.
System update and extended functions with additional modules
ELMA updates don’t take much time and can be performed by any system user. Such simplicity is achieved through the update packages. In addition, you can extend ELMA BPM functionality by using additional modules. For example, you can download and install ready-to-use solutions from the ELMA Store, or developed custom extensions.
Document Management Features
A web document is a special type of documents that allows you to edit and view its contents in your browser. Modern companies widely use web documents to quickly exchange information and create content on the fly. ELMA BPM keeps pace with time and supports web documents. The main advantage of this document type is the possibility to create and process a document within the system. It saves your time and is perfect for keeping internal documents.
Saving web documents as MS Word files
As it was said above, the main advantage of web documents is the possibility to create and process a document within the system. However, a user must be able to download the document and save it on their PC. ELMA BPM enables users to download and save web documents as MS Word files.
Searching document by the document page attributes
ELMA enables users to search documents by the attributes of the document page. This feature provides fast and convenient search of documents. Users don’t need to spend much time to find a required document.
Filter-folder. Quick search of documents according to particular requirements
Filter folders allow users to search documents in a convenient manner. If necessary, users can quickly change search conditions and re-save the filter.
Configuring document registers
In ELMA, documents are stored in standard folders that can be configured according to your requirements. In addition to the folders, there are document registers. Using a convenient filter folder, you can set up almost any register structure. You can quickly search across the entire database and select documents according to certain criteria, regardless of the location of the document.
Logging documents using Drag'n'Drop
One of the easiest and fastest ways to create a new document in ELMA is to drag and drop a file from the file explorer to a folder in the Document section, or a document page.
Preview of Document Versions
To complete most tasks users only need to have a quick glance at a document. In ELMA, it’s not necessary to download it to a PC. Users are able to quickly preview a current version of a document in the Web Application. This feature is available for the Word, Excel, Visio, Power Point files, TXT, PDF, graphic formats, as well as audio/video files.
Custom Preview Areas
Sometimes it may be necessary to change the standard preview area of the current document version. ELMA can display the document contents on the custom task form in a convenient way.
When editing or updating documents, users often need to create new document versions and at the same time keep previous versions in the system. ELMA supports document versioning. This feature ensures transparency when working with documents. In ELMA BPM it’s easy to track who and when made changes and check the current status of the document.
Configuring links between documents
Sometimes it is necessary to link several documents, for example, link a contract to its attachments. With ELMA, you can do it easily. What is more, the same access settings will be applied automatically to the linked documents.
Granular access permissions to a document
To ensure information security and confidentiality, ELMA provides granular access permissions to different users. Access permissions are configured manually or inherited from the parent folder. You can grant permissions to a particular user or a group of users and decide what they are allowed to do (view, edit, delete, etc.).
Creating and controlling document-based tasks
With ELMA BPM you can efficiently manage tasks in your company. You can set document-based tasks and monitor their execution. ELMA allows you to not only increase the number of completed tasks but also improve the quality of work.
Monitoring schedule compliance for document-based tasks
ELMA BPM enables you to monitor how well users perform document-based tasks. For example, you can monitor schedule compliance right from a document page. What is more, ELMA BPM offers a possibility to track history of documents and tasks, which is also very useful, when it comes to controlling schedule compliance.
The document history is displayed on the document page in the Web Application. The document history shows respective comments, questions, attachments and actions, providing high transparency and control.
Flexible display of document history
If a document is involved in different tasks, the History tab can display a huge number of events. In this case, a user may need to filter the events by type to make their work more convenient. To show/hide the required events, users only need to click the respective buttons in the History tab.
Possibility to discuss documents
Very often, you need to discuss a document with your colleagues, heads of other departments, team leads. When working with documents in ELMA, you can leave comments, receive notifications and make ad hoc decisions. All the selected users receive notifications about new comments on the document. All the information is stored in one place - the dialogues are reflected in the history of the document, which is available on the document page.
Viewing recent activity
ELMA provides convenient and fast access to recent files. All the documents a user has recently worked with are shown in the Recent Activity portlet.
In ELMA, it´s possible to flexibly configure even the most complex document routing processes. The document routes are created in ELMA Designer, a graphical editor with a simple and intuitive interface. For example, a user can create a route for a serial or parallel approval of a document and configure time intervals for each approval task.
Document generation from template
Quite often, you have to create the same type of documents. To save your time, you can use document templates. ELMA BPM automatically generates a document version based on the particular data introduced by a user or business process variables. The system supports MS Word and MS Excel templates.
Comparing document versions
When working with different document versions, users often need to compare them. It can be done in ELMA Agent. It compares versions of the .doc and .docx files and creates a new document, which shows all the changes in the content.
Notifications on events and document changes
ELMA informs users about changes in calendar events. This feature allows users to track events, created by their colleagues. Similarly, it is possible to set reminders for upcoming events. Users don’t need to keep their schedule in mind, ELMA will notify them at appropriate time.
Tracking changes in documents shouldn’t take much time. In ELMA, users can subscribe to document changes to receive notifications every time someone updates a document. It is a convenient feature for registers that are maintained electronically.
Integration with Outlook: creating and registering documents in ELMA BPM using incoming messages
Download and install ELMA Outlook Plugin with the ELMA Agent, and then integrate into MS Outlook. This plugin allows you to create tasks for incoming messages, create documents from attachments and register them.
Automating company document management. Organizational and administrative documentation
ELMA BPM supports all the stages of the document lifecycle in the organization: creation, approval, registration, acquaintance, signing, execution control and storage in the system. In ELMA you can work with different document types (for example, memos, orders, contracts, messages and other), depending on the specifics of your work.
Creating and working with organizational and administrative documentation
In ELMA, you can work with memos and organizational and administrative documents. You can create documents in the course of a business process and start working with them immediately.
Registers of organizational and administrative documents
ELMA BPM features monitoring tools that allow a task author to monitor execution of tasks based on organizational and administrative documents. For example, notifications and convenient filters of electronic registers.
Automating company document management. Document Storage
Storing documents in a centralized file storage (the system stores document pages) with granular access permissions
In ELMA BPM, all the documents are stored in a hierarchical folder structure. For security and privacy reasons, ELMA BPM allows you to set granular access permissions to folders and documents for different groups of users.
Hierarchical document storage
Documents in ELMA BPM are organized in a hierarchical folder structure and stored in a file storage. System users themselves determine the hierarchy of folders and thus create a single archive of organization documents. It provides quick access to documents and ensures convenient search and information security.
User folders for storing personal documents
It's very important to keep personal files separate from the documents you work with. In ELMA, you can flexibly configure document storage, create personal folders, and manage access to them. At the same time, you can keep documents related to business processes in common folders.
Document Archive. Provides secure storage of obsolete documents
Over time, documents become obsolete and irrelevant. We do not recommend deleting them, because you may need them later. To be able to restore the documents if need be, it is preferable to remove them to the Archive. A document moved to the Archive has a corresponding note on its page.
Configurable access permissions to documents in the context of the role model
In order to ensure security and maintain confidentiality, ELMA BPM allows you to grant different access permissions to documents for different groups of users. Permissions to documents can be configured manually or automatically inherited from the parent folder. You can grant permissions to a particular user or a group of users and decide what they are allowed to do (view, edit, delete, etc.)
Document subscription - a subscriber is always aware of the recent document activities
Tracking changes in documents shouldn’t take much time. In ELMA, users can subscribe to document changes to receive notification every time someone updates a document. It is a convenient feature for registers that are maintained electronically.
Storing all information in one place (campaigns, contacts, events, relationship, etc.)
ELMA BPM offers various features for efficient customer relationship management. For example, information about clients, contacts, deals and activities is systemized and stored in a single database, which provides quick access to the required data.
Convenient search through the CRM section
ELMA BPM allows searching through the CRM objects. Users can quickly and conveniently find contractors, contacts and deals.
Custom filters for CRM objects
CRM objects (contractors, contacts, deals, etc.) are stored in the subsections, which can be customized according to your requirements. You can set custom filters to search through the ELMA database of clients, leads, contacts. Each user can configure custom filters or the system administrator can create a set of custom filters, providing limited access to them.
Registering contractors, contacts, deals and leads
In ELMA BPM, it is easy to keep track of all your contractors, contacts, deals and leads. All the data are stored on customizable pages. Similarly, these pages store information about linked objects.
Searching for duplicate leads
When working in ELMA, users can log the same lead or contractor twice and thus create duplicates. Usually, it happens by accident. Such information could be misleading and confusing. Generally, it is quite difficult to track such objects without a direct reference. ELMA is an intelligent system and can easily show you all the possible matches (even if they are not accurate).
Granular access permissions for sales representatives
There may be more than one sales team in a company. It is important to keep information confidential, though the requirements of confidentiality may vary from company to company. ELMA BPM supports different confidentiality policies. For example, you can grant/restrict access to the information about contractors for particular sales reps or sales teams.
Planning and registering relationships
By using ELMA Calendar a user can schedule meetings, calls and other activities with contractors, contacts, deals and register them. All relationships are displayed on the contractor’s/contact’s/deal’s page and users can easily view the history.
Display of documents and history on the contractor/deal/contact page
The contractor/deal/contact history is displayed on the contractor/deal/contact pages in the Web Application. The history shows respective comments, questions, attachments and actions, providing high transparency and control.
What is more, the contractor and contact pages show attachments related to these objects. Users do not need to browse through the system to find the required document.
Plan your incoming payments with ELMA BPM. The system gathers the information about all the deals and creates a financial plan for the sales rep, sales department and the company in general.
Customizable Inpayments reports for each sales rep, department, organization
Financial Planning is an important part of a sales process. In ELMA BPM, you can create reports on incoming payments using custom filters. For example, the head of the sales team can quickly create reports on each subordinate, department or organization in general to evaluate the current situation.
Customizable Sales funnel report for each user, department, organization
To evaluate sales performance ELMA BPM provides a sales funnel tool. It shows the sales process divided into stages and helps to evaluate the performance of the sales reps at each stage. In addition, you can generate a sales funnel report, which helps to analyze conversion when a lead goes from one stage of the sales funnel to another. The report helps to detect bottlenecks in the sales process.
Scheduling and registering marketing activities
One of the processes of the marketing department is to create a pool of leads. To complete the task, marketing departments perform activities to promote a company or a product in the market. In ELMA BPM, it is possible to register all the marketing activities and evaluate their efficiency.
Customizable CRM portlets
ELMA BPM allows you to add and customize portlets for each user according to their needs. Portlets provide quick access to the necessary information. There are various ELMA portlets, but below we are going to describe only some of them.
CRM: this portlet is intended for the system administrator and contains links to the Administration section and objects that must be configured for the ELMA CRM module to operate correctly (category settings, sales funnels, search of duplicate leads, etc.)
Leads: this portlet shows potential customers of your company. The portlet systemizes the information about leads and allows users to quickly access respective leads’ pages.
Inpayments: this portlet aggregates information about deals and creates a financial plan for a sales rep, a sales team or a company.
Deals: this portlet shows all the information about deals available for the user. What is more, users can quickly navigate to the page of the contractor involved in the deal.
Importing clients to CRM from an Excel database
Often a list of customers/leads is stored as an MS Excel file. ELMA BPM allows importing contractors/leads to the CRM section from an Excel file. There is no need to transfer data manually; the system automatically imports all the information. When importing, you can add contact persons for each contractor.
Exporting contractors, contacts, leads, deals to an MS Excel file
If necessary, export a list of contractors, contacts, deals and leads to an MS Excel file. Only the most important information will be exported to the file. In addition, only the users with respective permissions can perform this operation, which ensures the required level of confidentiality.
Schedule Compliance Monitoring Features
Schedule Compliance Monitoring
Flexible tool for creating tasks
To manage company resources in a flexible manner, ELMA BPM provides a tool for creating user tasks. When creating a task, you can:
- Select task control method to track its progress;
- Assign task co-executors, who will receive the task information;
- Send a task for approval to the executor’s superior.
This feature helps to increase performance and speeds up work.
Working with a task in a team
Usually, only one user is responsible for task execution. However, there are tasks that involve several people. In ELMA BPM, you can easily organize teamwork by selecting task co-executors. They participate in the task and receive all the respective information.
Subscribing to the task changes
Tracking changes in tasks shouldn’t take much time. In ELMA, users can subscribe to task changes to receive notifications every time someone updates a task. It is a convenient feature for monitoring several tasks at a time. You don’t need to open each task page to see the changes.
Controlling task statuses
Tasks in ELMA BPM change statuses depending on the task stage. It allows tracking task progress in a timely manner. Statuses are shown on the task page. In addition, the subjects of the task changes its color depending on the status. For example, current tasks are green and overdue tasks are highlighted with red. When a task changes its status, the respective information is added to the task page and sent to the messages section of the responsible users.
Task history is available in the web application, on the task page. It shows comments, questions, attachments and actions. Task history provides transparency and control. If many people are involved in task execution, the task page can display numerous actions. In this case, a user may need to filter the actions by type. To do this, they only need to click the respective icon on the task page.
Taking task execution under control
If necessary, users of ELMA can take task execution under their control. Task monitoring allows users to track task progress from the beginning to end. If a user takes a task under control, it will be displayed in a special subsection of the Tasks section.
Tasks completion and time reports
Once the task is completed, a user performs certain actions in the system to inform an author that the task is done. ELMA BPM provides a possibility to make a comment on the task or attach a document/file. Users can also specify the number of hours spent on a task and submit time reports for the period.
Managing time reports (creating, approving, viewing)
With ELMA BPM, you can keep track of time spent on tasks. At the end of the week or month, all the employees submit a time report on their billable hours. This report describes the tasks employees performed and the time spent on each task for that period. The responsible user considers time reports and approves or rejects them. Eventually, each employee has a number of approved billable hours. You can use these statistics for different purposes, including payroll accounting.
Configuring types of time reports
As a rule, types of work performed by employees vary from company to company. In ELMA BPM, you can configure different types of activities and group time reports accordingly. Thus, you can differentiate submitted time reports and evaluate workload of your employees.
My department report
A department’s head should always have a possibility to quickly access task lists of their subordinates, to be able to check task statuses and evaluate workload. ELMA BPM implements hierarchical access to tasks. It means that a user can access their own tasks and the tasks of their subordinates. The hierarchical organization of the company is described by the organizational structure.
Configurable task filters
In ELMA BPM, it is possible to configure filters for most system objects, for example, tasks, documents, contractors. Any user can easily customize filters, select frequently used attributes for search and save them in a single filter. In addition, common filters configured by the System Administrator are also available for users.
Quick filters for task search
Custom filters for task search can facilitate and speed up users’ work. Usually, filters are configured for the most frequently used search criteria. Once the filters are set, you can find a required task in a few clicks.