Symbio Web – User Manual

Symbio Web – User Manual
Stand: June 2017
©2017 Ploetz + Zeller GmbH
Symbio Web
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Contents
1
Overview changes new version
7
1.1
Process matrix
7
1.2
Request/Feedback workflow
7
1.3
Subscription feature
8
1.4
Copying of process steps
8
1.5
HTML editor
8
1.6
Multiple deposit
8
1.7
Process view process lifecycle
9
1.8
Start page
9
2
Introduction
10
2.1
Purpose of the document
10
2.2
Scope
10
2.3
Structure
10
2.4
User roles
10
3
Basic functions
11
3.1
Login
11
3.2
Getting started
11
3.2.1
Layout
13
3.2.2
Header
13
3.2.3
Navigation
13
3.2.4
Contents
14
4
Viewer
4.1
Navigating the process house
15
15
4.1.1
Navigation Content
15
4.1.2
Main Content
16
4.1.3
Detail Content
18
4.2
Navigate the repository
4.2.1
Navigating from organizational elements to processes
18
19
4.3
Search for contents
19
4.4
Submitting feedback
20
4.5
Creating a manual
21
Symbio Web
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4.6
Creating links to processes
21
4.7
Subscription feature
22
4.8
Multiple deposit
22
4.9
Process matrix
23
5
Author
5.1
Defining the sub process
24
24
5.1.1
Modelling a sub process
24
5.1.2
Providing details for a sub-process
26
5.1.3
Modifying a sub process
28
5.2
Making repository objects and sub-processes available for release
29
5.3
Versioning Repository objects
30
5.4
Optmizing Sub Processes
31
5.4.1
Creating a new version
31
5.4.2
Editing feedback
31
5.5
Creating variants
32
5.6
Localizing elements
32
5.7
Creating scenarios
33
5.8
Graphical modelling of Sub Processes (editor)
33
5.8.1
Editing objects
34
5.8.2
Formatting objects
35
5.8.3
Linking objects
35
6
Approver
37
6.1
Checking processes and Repository objects
37
6.1
Rejecting and releasing processes and Repository objects
38
7
Architect
7.1
Administration of the process architecture
39
39
7.1.1
Administration of categories
39
7.1.2
Setting up the process house
39
7.1.3
Updating the process house
40
7.2
Copying or moving process steps
41
7.3
Administration of Repository objects
41
7.3.1
Creating objects with a hierarchical structure
41
7.3.2
Versioning organizational units
43
7.3.3
Creating objects in a tabular structure
43
7.3.4
Using global tasks
43
Symbio Web
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7.4
Consolidate Repository objects
44
7.5
Mass data maintenance of Repository objects
44
7.6
Making Repository objects and processes available for release
45
8
Admin
46
8.1
Creating storage collections and databases
46
8.1
Defining users and their roles
47
8.2
Setting up user groups
47
8.3
Setting up variants and tags
48
8.4
Personalizing your corporate identity
48
8.5
Create and adjust homepage
48
8.6
Importing and exporting processes for different databases
50
8.7
View process lifecycle
51
9
Glossary
52
10
Legal notice
55
Symbio Web
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Figure 1 – User roles and permissions
10
Figure 2 – Login page
11
Figure 3 - Symbio Web HOME
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Figure 4 – User information
12
Figure 5 – Workspace layout
13
Figure 6 - Navigation Content
16
Figure 7 - Main Content / Sub Navigation graphic
16
Figure 8 - Toolbar
16
Figure 9 - Toolbar symbolism
17
Figure 10 - Main Content / Sub Navigation table
17
Figure 11 - Detail Content
18
Figure 12 - Repository Main Navigation / Sub Navigation
19
Figure 13 – Search function
20
Figure 144 - Request dialog
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Figure 15 - Request - Workflow
21
Figure 16 - Detail Content TASKBOARD
21
Figure 17 – Creating links
22
Figure 18 - Link dialog
22
Figure 19 – Copying link
22
Figure 20 - Subscribe
22
Figure 21 – Multiple deposit
23
Figure 22 – Process matrix
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Figure 23 - Process Toolbar after clicking Start
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Figure 24 - Process Toolbar within a Sub Processes
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Figure 25 - Using conditions
25
Figure 26 - Using converging gateways
26
Figure 27 - Using Back Loop Gateways
26
Figure 28 - Detail Content Sub Process (excerpt)
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Figure 29 - Detail Content Task (excerpt)
28
Figure 30 - Toolbar Main Content
28
Figure 31 - Selecting the status in the Detail Content
29
Figure 32 – Simplified release
30
Figure 33 – Two-level release cycle
30
Figure 34 - Versioning Repository objects
31
Figure 35 - Versionierung
31
Figure 36 - Creating variants
32
Figure 37 - Updating variants
32
Figure 38 - Localizing elements
33
Figure 39 – Szenario
33
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Figure 40 - Designing the workspace in the editor sub navigation
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Figure 41 - Process modelling with objects from Diagram contents and Repository
34
Figure 42 - editor Toolbar
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Figure 43 - Linking of objects
36
Figure 44 - TASKBOARD Detail Content
37
Figure 45 - Setting up a process via Navigation Content
40
Figure 46 - Setting up a process via Main Content
40
Figure 47 – Copying/moving process steps
41
Figure 48 - Setting up an organizational structure
42
Figure 49 - Adding attachments
42
Figure 50 – Versioning organizational units
43
Figure 51 - Setting up roles
43
Figure 52 – Consolidating
44
Figure 53 – Mass data maintenance
45
Figure 54 – Mass data maintenance in Excel
45
Figure 55 - Setting up storage collections
46
Figure 56 - Tiles
47
Figure 57 - Selecting users for your user group
47
Figure 58 - Setting up variants
48
Figure 59 - Theme settings
48
Figure 60 - Detail Content Widget
49
Figure 61 – Creating a homepage
50
Figure 62 - Exporting processes
50
Figure 63 - Importing processes
50
Figure 64 - Lifecycle
51
Symbio Web
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Overview changes new version
1.1 Process matrix
The process matrix provides you with an overview of all connections, RACI data and
Repository elements used in the process.
For more, please see page 22.
1.2 Request/Feedback workflow
Requests regarding a process follow the same release workflow as the release of sub
processes.
For more, please see page 19.
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Symbio Web
1.3 Subscription feature
The subscription feature allows you to follow processes and Repository elements: As soon as
you have subscripted to an element you will be notified by mail if the element has been
released again.
For more, please see page 21.
1.4 Copying of process steps
This feature allows you to copy or move diagram content of detail processes into other
processes.
For more, please see page 40.
1.5 HTML editor
Text fields like description, request and disclaimer may now be filled with graphics and links.
1.6 Multiple deposit
It is now possible to skip one level in the navigation in order to display sub processes directly.
For more, please see page 21.
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Symbio Web
1.7 Process view process lifecycle
The view process lifecycle displays the release workflow of a process for Administrators.
1.8 Start page
The background colour of start pages can now be configured. Furthermore, widget shadows
can be deactivated.
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Symbio Web
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Introduction
2.1 Purpose of the document
This document is intended for all users of Symbio Web and aims to support the various user
roles in using the tool efficiently for research purposes and individual requirements. The
manual is aimed at both new users, who are getting started with the tool and require an
overview of the various options, and experienced users, who are looking for solutions to
specific questions.
2.2 Scope
This document applies to the standard version of Symbio Web. Personalized customer
configurations may differ in contents and visually from the functionality and options
described in this document.
2.3 Structure
This manual starts with an overview of the key basic features and navigation options in
Symbio Web that are of significance for each user role. The individual chapters then describe
the specific functions and features for each user role in detail.
2.4 User roles
The general role concept is based on a hierarchic approach, i.e. the higher-level role includes
all the permissions of the lower-level role plus additional permissions.
Figure 1 – User roles and permissions
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3 Basic functions
3.1 Login
All user roles log into Symbio Web via the following login page:
Figure 2 – Login page
Users receive the link to the login page and their required credentials (user name and
password) from the administrator.
No login dialog is displayed if automatic authentication is enabled, such as SAML
authentication.
3.2 Getting started
After you log in, Symbio Web HOME displays:
Figure 3 - Symbio Web HOME
Symbio Web
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You can enter your process landscape via Graphical Views or Tabular Views. Users have
direct access to processes and organizational units, IT systems, guidelines, demands/ideas
and different Repository objects (roles, input/output, etc.). Use the quick links like “My last
changed processes” to open recently modified processes or objects.
Design and content of the homepage are determined by the administrator.
By clicking on their name in the header users can adjust their settings regarding
organizations, locations and tags.
Figure 4 – User information
Users will then only see content related to the selected elements.
The user information also contains information about the user´s authorization and their
contact data. Profil beinhaltet außerdem Informationen über die Berechtigungen des
Anwenders und seine Kontaktdaten.
Use the Search feature to access the required processes and objects directly. Enter the search
term into the text box to open an advanced search window Search for contents
My tasks lists any pending tasks, e.g. process approvals.
Symbio Web
3.2.1
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Layout
Figure 5 – Workspace layout
3.2.2
Header
The dark blue Header contains some basic information and functions for users. The left pane
shows the name of the database which the user is logged into.
Click Info to open the info page for the taskboard. Generated process documents and
feedback is stored here. If new information is available for the user, the number of info items
is displayed next to “Info”.
Use My Tasks to navigate to the open tasks within the taskboard, for example process
approvals. If multiple tasks are pending, the number of outstanding items is displayed.
You can change the view from Viewer to Author and vice versa, provided you have the
relevant permissions.
The initials and the user name are displayed to the right of the view. Click the user name to
open a window in which you can select the language and disconnect from the database. This
window displays additional information, such as assigned user roles.
We are always happy to receive feedback: Please feel free to click the smiley button to
submit feedback about Symbio Web.
Click the question mark button to open the Help menu. The help provides assistance with key
questions and Symbio Web features.
3.2.3
Navigation
The top row of the Navigation section (Main Navigation) is fixed. It doesn’t change
regardless of the selected Sub Navigation or features.
The Main Navigation area consists of the following elements:
Symbio Web
HOME - Launches the home page
PROCESSES - Launches the process view
ORGANIZATION - Displays the organizational structure/chart
IT - Displays the IT architecture
DEMANDS/IDEAS - Displays demands/idea management
GUIDELINES - Displays the guidelines
RISKS - Displays the risks
REPOSITORY - Displays listed objects, such as roles, input/output, metrics
FEEDBACK - Displays received feedback
TASKBOARD - Displays pending tasks and information
The line at the bottom of the navigation bar (Sub Navigation) is context-dependent and
offers different options and views depending on which main navigation item was selected.
3.2.4
Contents
The contents of the process world is divided into three areas. Please see  Introduction
Viewer.
The Navigation Content shows the process architecture. Click the grey arrows to open the
lower levels of the tree.
The Main Content section displays the contents of the defined main processes and subprocesses in graphics or tables, depending on the selected view or sub navigation.
The Detailed Content section includes details on the main process or sub-process level, for
example descriptions, responsible parties or objects that have been previously created
through the Main Navigation area or in the repository.
You should now have an insight into the key basic features of Symbio Web. The following
chapters provide a comprehensive overview of typical application scenarios for the various
user roles.
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Symbio Web
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Viewer
Typical application scenarios for the Viewer user role include:





Navigate through the process landscape in the process portal
Navigate the repository
Search for contents
Provide feedback to help update and optimize processes
Create a process manual or guide for the organization
4.1 Navigating the process house
There are three ways to access the process landscape:
 Click the Process House in the Graphical Views or click the Processes tile in the
Tabular Views on the Symbio Web home page.
 Click Processes in the Main Navigation area.
 Enter a process name into the Search text field  Search for contents
4.1.1
Navigation Content
Use the tree in the Navigation Content area on the left to navigate through all levels of the
process house, right down to the lowest sub-process.
By default, the Symbio Web Process House is divided into three categories:
 Management processes
 Core processes
 Support processes
Architects can rename and expand these categories at any time.
Click the grey arrow to expand the tree and display the level below. Arrows indicate that
more processes on lower levels exist.
The different process and object types are colour-coded. Main Processes, for example, are
marked with a dark blue bar, sub-processes with a light blue bar.
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Figure 6 - Navigation Content
4.1.2
Main Content
The Main Content pane shows a visual representation for the contents of the defined process
house.
The Graphic sub navigation area also allows the user to navigate through the various levels
of the process house and the repository. Click or double-click the graphic object, such as a
main process, to open the main or sub-process on the level below.
If a process or object is displayed in light grey, it is not shown in the Navigation Content
pane. This means that this process or this object has the status “Hide” and cannot be
displayed for the user role Viewer.
Figure 7 - Main Content / Sub Navigation graphic
The toolbar at the top gives access to a variety of settings and additional features. Use the
mouse-over function to view details about each item.
Figure 8 - Toolbar
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Zoom - Zooms in or out of the Main Content view
Link - Copies the current process link to the clipboard
Graphic - Changes the display to horizontal/vertical, shows details/no details, or displays a
Swimlane (the default setting is swimlane vertical)
Request - Allows users to submit a comment to the author of the process or object
Manual - Generates a process manual for the selected process or object level
If you reduce the Main Content window this toolbar symbolism appears:
Figure 9 - Toolbar symbolism
The Table sub navigation area shows the visual representation and lists all process flow
objects and linked Repository objects for the relevant level in a table.
Simply enter a search term into the grey box above each column to search for a specific
object.
To show or hide each individual table column: Click the hamburger button
enable/disable the corresponding checkbox in the dialog box.
Figure 10 - Main Content / Sub Navigation table
and
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4.1.3
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Detail Content
The right pane shows the Detail Content pane which varies in response to the context –
depending on which level of the process house has been selected in the Navigation Content.
Figure 11 - Detail Content
The Detail Content pane displays detailed information about the selected process, task or
object. This includes a comprehensive description, process owners, the status of the process
including its period of validity and release history as well as linked organizational units.
4.2 Navigate the repository
Not only can users navigate the process portal, they can also navigate the organizational
units and objects in the repository that were created by the author or architect.
The repository is used to enter detailed information that can be associated with main or subprocesses. These details include the company’s organizational units, persons responsible for
implementation, applied IT systems/guidelines, input/output for process steps and more.
Just like in the process house, viewers can navigate through all levels of the structured
Repository objects.
There are three ways to access the repository:
Click the Organization tile in the Graphical Views or click the relevant tile in the Tabular
Views on the Symbio Web home page
 Click Organization, IT etc. in the Main Navigation area
 Enter an object name into the Search text field  Information about the selected
elements is displayed above the Detail Content area on the right side of the screen.
This information is used to connect the organizational elements with process models.
For example, if you click on an input, the Detail Content area shows in which processes this
input is used. Click the process to access the process model.

For example, if you click a role in the list of roles, all information about this role displays in
the Detail Content area. If you expand the views for the role characteristics (e.g. responsible),
you can see the processes in which the role is involved. Click this link to display all tasks
connected with this role within the process. Click a task to open the graphical view of the
process.
Symbio Web

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for contents
Figure 12 - Repository Main Navigation / Sub Navigation
The following sub navigation options are available for the main navigation items
ORGANIZATION, IT, DEMANDS/IDEAS, GUIDELINES and RISKS:
hierarchy/architecture - Shows the relationships (child/parent)
list - Displays all items for one level in a list
graphic - Shows a visual representation of the objects and their structure
The REPOSITORY main navigation area lists objects such as roles, input/output and metrics in
the form of sub navigation elements. You can enter search terms into the grey box at the top
of each column to look for specific objects.
Information about the selected elements is displayed above the Detail Content area on the
right side of the screen.
4.2.1
Navigating from organizational elements to processes
Information about the selected elements is displayed above the Detail Content area on the
right side of the screen.
This information is used to connect the organizational elements with process models.
For example, if you click on an input, the Detail Content area shows in which processes this
input is used. Click the process to access the process model.
For example, if you click a role in the list of roles, all information about this role displays in
the Detail Content area. If you expand the views for the role characteristics (e.g. responsible),
you can see the processes in which the role is involved. Click this link to display all tasks
connected with this role within the process. Click a task to open the graphical view of the
process.
4.3 Search for contents
Viewers can use the search function to look for specific processes and keywords.
The search function is available on the Symbio Web HOME page and in each view in the
upper right corner of the Navigation area.
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Figure 13 – Search function
When you enter a search term and press Enter to confirm, an advanced search window opens
where you can use AND/OR operators to enter multiple search terms for more precise search
results.
The search results are shown in a list. The Detail Content area on the right shows the
associated data. Click the appropriate references or links to navigate directly to the required
process or object.
4.4 Submitting feedback
The request/feedback feature allows every Symbio Web user to comment on processes or
(hierarchical) Repository objects at every level. By pointing out errors or changes or
proposing optimizations, users contribute actively to the continuous improvement of the
process landscape.
Click Request in the Toolbar to open a dialog box in which to select the type and urgency via
drop-down menus (and enter a desired delivery date, if required). Feedback is entered in the
free text field.
Figure 144 - Request dialog
The request follows the same release process as the process release workflow. If a quality
manager is defined he has to approve the request first. The request will then go to the
person responsible for the process.
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Figure 15 - Request - Workflow
Submitted requests are stored in the Detail Content area of a process or object under
Request.
4.5 Creating a manual
Symbio Web provides the option to generate Word documents for processes and
organizational units.
The Processes navigation area lets users generate process descriptions for individual subprocesses and create a process manual for the entire process house.
The Organization navigation area lets users generate job descriptions for individual roles and
create organization manuals for individual organizational units or the entire organization.
To generate the manual, select the desired level that you would like to be included in the
manual. Any lower levels are included automatically.
Click Manual in the toolbar and select the required task from the drop-down menu to start
creating the manual.
When the document has been created, the header displays a notification
and the
manual is available for download in the Detail Content area in the taskboard.
Figure 16 - Detail Content TASKBOARD
4.6 Creating links to processes
The functionality Link Service enables Symbio users to communicate about processes or
recent changes.
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Via the Main Content toolbar users can generate links to processes.
Figure 17 – Creating links
You can
 create links independent of versions
 create links dependent of versions
 create links to a selection in a version, e.g. task
Figure 18 - Link dialog
By clicking the button „Create link“ the link is generated and immediately displayed. When
you click on the clipboard symbol the link is copied. Please close the window then. You can
send the link or open it in a separate browser window.
Figure 19 – Copying link
4.7 Subscription feature
The subscription feature allows you to follow processes and Repository objects. As soon as
you have subscripted to an element you will be notified when the element is released again.
Figure 20 - Subscribe
4.8 Multiple deposit
You can skip a level in the navigation in order to access sub processes directly.
In the Detail Content there is the following attribute group:
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Figure 21 – Multiple deposit
If you activate the option Navigation the model will be skipped in the navigation in the
viewer mode.
4.9 Process matrix
Aside from displaying process graphics in a horizontal or vertical way with or without details
or as showing them in a swimlane mode, the process can also be depicted in a matrix.
Figure 22 – Process matrix
The matrix shows all tasks, RACI data and Repository elements in one picture.
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5
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Author
The user role Author includes the following tasks:
 Model sub processes
 Make sub processes and repository available for release
 Incorporate feedback into a new version
In order to perform any of these tasks, an architect must have created the process with main
and sub-processes. Authors can only model sub-processes that have been created by an
architect.
The first step is to change the view from Viewer to Author by clicking that option in the
header.
5.1 Defining the sub process
5.1.1
Modelling a sub process
Symbio Web offers you modelling in the EPC and BMPN 2.0 methodology.
By default, the BPMN methodology provides the rules of the BPMN 2.0 methodology.
Symbio Web provides automated, efficient process sequences. The program offers the
selection of only those process flow objects that allow process modelling using the correct
methodological approach.
To access process modelling, click the Process House tile in Graphical Views on the Symbio
Web home page or select the graphic sub navigation in PROCESSES.
Click New on the Main Content toolbar to create the first process flow object Start
This step is mandatory for each sub-process, and you can use multiple Start objects.
.
Proceed to create additional process flow objects. Click Start to display a process toolbar for
selecting available subsequent process flow objects: task, detail process, gateways and
events. Use the mouse-over function to view details about each item.
Figure 23 - Process Toolbar after clicking Start
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Task - Process step/individual activity within a chronologically logical process sequence
Detail process - Refers to another closed sub-process
Or gateway - Allows one or more paths (for each condition)
Either-or gateway - Splits the process into two or more mutually exclusive alternatives
User role - All subsequent paths are executed in parallel
Event - Marks the achievement of a defined condition within the process, such as a milestone
End - Ends the process sequence and is mandatory; can be used multiple times
If multiple process flow objects have been created and you click an object, the Process
toolbar is displayed at the top and the bottom to offer various modelling options for
predecessors and successors.
Figure 24 - Process Toolbar within a Sub Processes
Symbio Web automatically arranges the process flow objects and their connection objects.
The process flow object End
to use multiple End objects.
is required at the end of a sub-process. It is also possible
Please note the following when using gateways:

Condition: You must specify a condition after using an Or or Either-or Gateway to be
able to clearly distinguish between potential paths. No condition is used after an And
gateway.
Figure 25 - Using conditions

Converging gateway: The previously used gateway is inserted to merge split paths and
continue the process sequence. This applies to all gateways.
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Figure 26 - Using converging gateways

Back Loop gateway: An additional gateway is inserted and connected to the last task for
the path in order to include a loopback. This applies to all gateways. To create the
connection object, first click the Back Loop gateway, then select the arrow icon
in the
process toolbar and finally select the object that is the desired starting point.
Figure 27 - Using Back Loop Gateways
5.1.2
Providing details for a sub-process
You need to enter information in the Detail Content area for each sub process.
Modify the process name or a detailed description or enter as free form text. Symbio Web
automatically stores your entry when you exit the text field.
The sub-process can only be made available for release when the fields Responsible and
Author in the Responsibilities section have been completed. Click the hamburger button
and select the required person from the list.
Highlighted fields are mandatory!
You can also use this section to connect previously created and released Repository objects.
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Figure 28 - Detail Content Sub Process (excerpt)
Typically, repository objects are created by the architect and connected to each process by
the author.
Symbio Web Standard also gives the author permissions to create their own Repository
objects and make them available for release. To do this, simply enter the name of the new
object into the relevant text box (for example, enter “Project Leader” as the role). The new
object is automatically saved when you exit the text box. The REPOSITORY main navigation
area displays the new object under Roles where it can be made available for release 
Submit A detail process
references another closed sub-process. Go to Detail Content >
Process reference > Name and click Create.
Select the required process in the window that appears (Process House).
for release.
Globale Tasks – i.e. Tasks that are used in multiple processes, can also be generated by the
Author. They are stored centrally in the REPOSITORY in the Tasks sub navigation area.
There are multiple options available for Status:



In process indicates a process that is being worked on (default setting).
Select Ready for release to make the process available for release.
Expired indicates a process that is no longer valid and whose version number has expired.
You can only change the status once the mandatory fields have been completed.
To delete a selected repository, move the cursor onto the required element until the Delete
icon
appears. Click the Delete icon and confirm with OK.
You can provide further details for each individual process flow object, such as a task, in the
Detail Content area. Click the object to open the corresponding Detail Content area on the
right hand side.
It is recommended to specify the responsible (R) person in the Roles section. You can add
more roles in line with the RACI method.
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Symbio Web automatically generates a swimlane for each responsible (R) person.
Figure 29 - Detail Content Task (excerpt)
5.1.3
Modifying a sub process
Process flow objects can be deleted, copied or moved. You can also reference other subprocesses using the Detail Process object.
Use the icons on the Main Content toolbar to modify process flow objects. Use the mouseover function to view details about each item.
Figure 30 - Toolbar Main Content
If you want to edit multiple process flow objects simultaneously, click Select and click each
required process flow object. You can also hold the CTRL key on the keyboard during
selection.
To delete process flow objects, click the required object and then click the Delete icon
the toolbar. Or press Delete on the keyboard. Confirm with OK.
on
To copy process flow objects: Select the required objects. Then select the Copy icon
on
the toolbar and click the predecessor object behind which you want to insert the copied
objects. Or press CTRL+C and CTRL+V on the keyboard.
To move process flow objects: Select the required objects and then select the corresponding
icon on the toolbar. Again, click the predecessor object. The selected objects are moved to
the specified place. Or press CTRL+X and CTRL+V on the keyboard.
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You can swap paths to achieve more clarity in the display and prevent lines from
overlapping: Click a Condition and then click the arrow icon
. The selected path is moved
to the left (vertical) or up (horizontal).
A detail process
references another closed sub-process. Go to Detail Content >
Process reference > Name and click Create.
Select the required process in the window that appears (Process House).
5.2 Making repository objects and sub-processes available for release
In order to submit repository objects to the release workflow, the mandatory fields
Responsible and Author in the Detail Content must be completed.
Selecting Ready for release in the Status drop-down menu initiates the release workflow. The
approver is automatically notified via e-mail and through their Symbio Web taskboard about
the pending release task  Approver
Figure 31 - Selecting the status in the Detail Content
The same procedure applies for initiating the release workflow for sub-processes. Again, the
Detail Content mandatory fields Responsible and Author must be completed before you can
change the status to Ready for release.
However, if the author of a process is also responsible for the process, the author can
immediately change the status to Released.
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Figure 32 – Simplified release
If the Detail Content of the process includes a Quality Manager the release cycle will include
the Quality Manager.
Figure 33 – Two-level release cycle
The release cycle consists of two levels, then:
-
the author sets the process to Ready for release
the Quality Manager is informed. He can accept or reject the process or assign it to
another person
if the Quality Manager has releases the process the process will then have to be
approved by the person responsible for the process. He can also assign it to another
person.
If an approver rejects a process or object, the Status reverts back to In process and the
author is notified by e-mail that the process or object was rejected. A brief notification also
appears in the TASKBOARD under Info.
5.3 Versioning Repository objects
If a Repository object is changed you can create a new version of this object.
Please select the respective Repository object in the Repository list, click on the Version
button in the toolbar and select Create version.
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Figure 34 - Versioning Repository objects
With the versioning function you can trace changes. The new version of the object hast o
released, too. The version number is automatically updated according to the following logic:
the number before the decimal point increases to indicate the release version and the
number after the decimal point increases to indicate interim releases.
In process in progress or when the status is Ready for release, always the most current
version of the object is used automatically.
5.4 Optmizing Sub Processes
5.4.1
Creating a new version
To change or optimize the sequence for a sub-process or a Repository object, the author
needs to create a new version of the existing process or object.
Open the required process and generate a new version. The version number is automatically
updated according to the following logic: the number before the decimal point increases to
indicate the release version and the number after the decimal point increases to indicate
interim releases.
Figure 35 - Versionierung
5.4.2
Editing feedback
As mentioned before, users can submit feedback about a process sequence or a
(hierarchical) repository object  The search results are shown in a list. The Detail
Content area on the right shows the associated data. Click the appropriate references or
links to navigate directly to the required process or object.
feedback

Symbio Web automatically sends an e-mail to the author and a notification displays under
My tasks on the Symbio Web home page and at the top of the header under “My Tasks”,
indicating that feedback has been received about a sub process or repository object created
by that author.
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32
If the sub-process or the repository object needs to be changed based on that feedback, the
author will implement the optimization proposals accordingly.
5.5 Creating variants
Symbio Web can depict variants of sub processes (master).
The users create the variants with global or local definitions. Specific process houses, e.g.
different country process portals are then published. The viewers have access according to
their localizations.
Before you can create variants the Administrator has to initially define all location or product
specific variants.
In order to create a variant you click on Variants in the Main content toolbar and select a
variant from the dropdown. You can also add tags. The existing process will become the
master process while the new process is the variant
Figure 36 - Creating variants
If the master process has been changed the variant can be refreshed by clicking on Update
variant in the variant dropdown.
Figure 37 - Updating variants
5.6 Localizing elements
In the variant, single elements like Tasks or the complete process flow can be localized. You
just have to select the respective element and choose the option Localize element or
Localize process flow in the variants dropdown. In the dialogue which opens you have to
enter a reason for localizing the element.
Localized elements remain unchanged when the variant is updated!
Localized elements are graphically marked with L.
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Figure 38 - Localizing elements
5.7 Creating scenarios
Scenarios consist of interfaces. You can create interface elements by clicking New in the Main
Content. Existing processes are assigned to an interface element using the button Create in
the Detail Content.
Figure 39 – Szenario
5.8 Graphical modelling of Sub Processes (editor)
In the PROCESSES > editor sub navigation, you can graphically model individual Views for
your process landscape. You can add pictures or photos illustrating the business model.
Figure 40 - Designing the workspace in the editor sub navigation
There are several methods for the graphical modelling of a process:
Symbio Web



34
You can drag objects from the Stencil Pool on the left, drop them onto the Draw Area
and re-model a main or sub-process.
You can model a main or sub-process in the Graphic sub navigation area and edit it in
the editor. The defined objects are individually listed in the Stencil Pool under Diagram
contents and Repository contents. You can drag and drop them to merge.
The main or sub-process defined in the Graphic sub navigation area is shown as one
graphic under Complete diagram. You can insert it into the draw area or add additional
objects to it (e.g. for expansion or explanation purposes).
Figure 41 - Process modelling with objects from Diagram contents and Repository
Note:
When you store a process that has undergone modelling in the editor, Symbio Web deletes a
process that was modelled under “Graphic” and replaces it with the new process in the
editor!
5.8.1
Editing objects
Use the Draw Area to change the size of objects by moving nodes as desired or rotating
nodes with the help of the circular arrow.
The arrow to the right of the object
can be used as follows:
Single mouse click - Duplicates the object and connects it automatically
Shift + mouse click - Duplicates the object without connecting it
Drag with mouse - Creates a connection
CTRL + drag with mouse - Duplicates the object and connects it automatically
The editor toolbar provides additional editing options. Use the mouse-over function to view
details about each item.
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Figure 42 - editor Toolbar
Save - Saves the modelled process and thereby overwrites the process stored in “Graphic”!
View - Select different view options
Zoom in/Zoom out - Increases or decreases the display
Undo/Redo - Undoes/Restores the last step
Delete - Deletes the selected object
Connection - Changes the type of the selected Connecting object
Waypoints - Defines the graphical representation of the connection objects
Insert - Adds images or links
5.8.2
Formatting objects
To label an object, click to select the object and enter text. If text was already present, it will
be deleted and replaced with the new text.
The Draw Settings pane on the right offers the following design options:



Style - Select colours and frames for the object
Text - Edit font size, format, etc. for the entered text
Arrange - Positions the object
5.8.3
Linking objects
Every object that is created in the editor sub navigation area, can be linked to main and subprocesses in the process house or to external addresses.
How to link an object to one of the processes in the process house:




Right-click the object.
Select “Edit reference”.
Select the process from the process house.
Confirm with “OK”.
Proceed as follows for external links:




Right-click the object.
Select “Edit link”.
Enter the target address.
Click “Apply”.
If you click the edited and newly linked object after it was saved, the referenced process
opens.
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Figure 43 - Linking of objects
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37
Approver
Typical application scenarios for the approver include:



Review and evaluate processes/content
Comment on processes/content
Release or reject processes/content
6.1 Checking processes and Repository objects
The approver is notified by e-mail if a process in their area of responsibility is ready for
release. This e-mail contains a direct link to the Symbio Web TASKBOARD.
Pending tasks are also listed on the Symbio Web home page under My tasks to show



that a process release is pending,
who created the process
and when.
The number of currently pending tasks is also displayed in the header at the top of the
screen
.
Open the task in the TASKBOARD via the My tasks sub navigation. The Detail Content pane
on the right displays detailed information about the tasks.
The following options are available:



Assign the decision about releasing or rejecting a process or object to another person
(delegation)
Reject the release
Accept the process or Repository object to release it
Figure 44 - TASKBOARD Detail Content
Symbio Web
Click the link in Release information to access the process or object directly in form of a
linked element for a detailed review.
6.1 Rejecting and releasing processes and Repository objects
After reviewing the process (or object) for release, go back to the TASKBOARD and either
accept or reject the item.
If the approver does not agree with the pending release, they will select Reject and enter a
comment for explanation into the displayed dialog window.
The status of the process or object is reset to In process and the author is notified about the
rejection via e-mail. A brief notification about the rejected process also appears in the
author’s TASKBOARD under Info and the task is no longer shown in the approver’s
taskboard.
To approve the process, the approver clicks Accept. No comment is required for the
approval. The process or the object is now released. Previous versions of the process or
object automatically receive the status Expired.
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7
Architect
The architect is responsible for the design, structure and administration of the business
process model as a whole. Typical application scenarios for the architect include:
 Administration of the process architecture
 Administration of Repository objects
 Making Repository objects and processes available for release
7.1 Administration of the process architecture
Process architecture administration includes the following tasks:
 Administration of categories
 Setting up the process house (structure and levels for main processes and subprocesses)
 Updating the process house
By default, the architect works under PROCESSES in the architecture sub navigation. They
may also work in the graphic or table views if required.
7.1.1
Administration of categories
The default categories in Symbio Web Standard are:
 Management Processes
 Core Processes
 Support Processes
The architect can modify the names and the number of categories.
To rename an existing category: Select the required category and change the name in the
Detail Content on the right.
7.1.2
Setting up the process house
Symbio Web Standard supports any number of main process levels. The bottom level consists
of sub-processes. For reasons of clarity and maintenance, we recommend to include a
maximum of five levels.
To create a new process house or process: Select the process category (or the main process)
for which the new process will be created.
The graphic sub navigation offers two ways of setting up a process:
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40
In the Navigation Content section, click “New” and select the required process type from the
drop-down menu: Main Process or Sub Process. Enter a name for the process into the text
field and confirm with New (or ENTER).
Figure 45 - Setting up a process via Navigation Content
If processes already exist where you are trying to set up a new process, you can set up a new
process as a graphic in the Main Content area.
Figure 46 - Setting up a process via Main Content
Click an existing process object and select the
icon for the new process type (main
process or sub-process). The process is created on the same level.
To set up a process on the level below: Click the
required process type from the drop-down menu.
button, then click New and select the
You can also link the process objects using arrows or change their order.
7.1.3
Updating the process house
To change the name of a newly created process, click the process object in the graphic sub
navigation and modify the name in the Detail Content on the right. Your input is saved
automatically when you exit the text box.
To change the sequence of processes in the structure: Select the process that you want to
move and click the Move button. This opens a window showing the structure tree of the
process house. Select the category or process to which the selected process will be moved.
Proceed as described above to add new processes to the enterprise architecture  Setting up
the process house
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7.2 Copying or moving process steps
Single process steps or a selection of process steps can copied or moved into another
process.
Process steps are copied or moved by first selecting the elements one would like to copy or
move. By clicking on the copy symbol in the toolbar a dialog opens where you can choose
the process you want to insert the elements in.
Figure 47 – Copying/moving process steps
7.3 Administration of Repository objects
The administration of Repository objects includes the following tasks:
 Creating and updating Repository objects with a hierarchical structure (such as
ORGANIZATION, IT, GUIDELINES)
 Creating and updating Repository objects in a tabular structure (such as roles,
input/output)
 Managing global tasks
It is recommended that repository objects are created and approved via the release workflow
before modelling sub processes (which is carried out by the author). This ensures that only
unique defined objects are associated with the sub-processes and that redundancies are
avoided. A sub-process can only be released if all linked repository objects have the status
“Released”.
Symbio Web Standard also enables the author to create Repository objects and to submit
them into the release workflow  Author
7.3.1
Creating objects with a hierarchical structure
Repository objects are created with a hierarchical structure (except for REPOSITORY).
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The following sub navigation options are available for the main navigation items
ORGANIZATION, IT, DEMANDS/IDEAS, GUIDELINES and RISKS:
hierarchy/architecture - Shows the relationships (child/parent)
list - Displays all items for one level in a list
graphic - Shows a visual representation of the objects and their structure
To create objects for the ORGANIZATION: In the hierarchy sub navigation, select the
organizational unit under which the new organizational unit will be created.
Figure 48 - Setting up an organizational structure
Then click New and select the required type from the drop-down menu: Organizational Unit
or Position. Enter a name for the process into the text field and confirm with New (or ENTER).
You can link positions with roles through the Detail Content area of a position:
Select the position and in Detail Content under Assigned Roles select the required role in the
selection dialog that shows all roles stored in this process model.
Use the same procedure to create the Repository objects listed in the main navigation area,
IT, DEMANDS/IDEAS, GUIDELINES and RISKS. Relevant hierarchy types are available for each
object.
Additional information about the object is entered in the Detail Content. Click the hamburger
button
to select the responsible person from the drop-down list. This field is required in
order to make the Repository object available for release.
You can add attachments to the object if required: Click Add to open a new window for
attaching links or uploads.
Figure 49 - Adding attachments
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To delete Repository objects, select them and click the Delete icon
7.3.2
.
Versioning organizational units
In the same way as with Repository objects you can create new versions of organizational
units.
Figure 50 – Versioning organizational units
The new version must be approved by the person responsible after the author has set it
ready for release.
7.3.3
Creating objects in a tabular structure
The REPOSITORY main navigation area lists objects such as roles, input/output and metrics in
the form of sub navigation elements. You can enter search terms into the grey box at the top
of each column to look for specific objects.
Information about the selected elements is displayed above the Detail Content area on the
right side of the screen.
To create a role, for example, enter the name of the role into the text box and confirm with
New (or ENTER).
Figure 51 - Setting up roles
All created roles are listed in a table. Simply enter a search term into the grey box above the
column to search for and filter specific roles.
Use the same procedure to set up any other REPOSITORY object.
7.3.4
Using global tasks
Global tasks are tasks that are used multiple times (in the same version) in various processes.
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There are two ways to create a global task:


as object directly in the REPOSITORY in the Tasks sub navigation area.
while defining a sub-process: Select a task and click the Transfer to Repository button in
the Detail Content area. The task is then automatically transferred to the repository.
To insert a global task into a sub-process:


Create a regular task in a sub-process.
In the Detail Content area for this task, click the ///Create reference under Name. Select
the required task from the dialog box which opens.
Similar to the other repository objects, global tasks should be set up and approved before
modelling the sub-process as the release workflow for a sub-process can only be initiated
once all repository objects have the status “Released”.
7.4 Consolidate Repository objects
Repository objects can be consolidated if there are two or more objects of the same or
similar meaning.
Repository objects are consolidated in the Main Navigation REPOSITORY.
Please select the master element and click on the consolidate button .
In the list which follows please select all elements you wish to consolidate with the master
and then click OK. Only elements „in progress“ can be consolidated.
Figure 52 – Consolidating
7.5 Mass data maintenance of Repository objects
Architects and Administrators can manage Repository objects en masse in an Excel file.
Export and import of Repository objects for mass data maintenance is done via the buttons
Import and Export of the Main Content Toolbar.
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Figure 53 – Mass data maintenance
In the export dialog, you can select the scope of the attributes and the languages you want
to change. By confirming with OK an Excel export consisting of two worksheets is generated.
The Excel file can be downloaded in the Detail Content of your info area in the taskboard.
Figure 54 – Mass data maintenance in Excel
When you have changed the object attributes (in the second worksheet) in the Excel file, you
can import the data into Symbio again.
7.6 Making Repository objects and processes available for release
When all Repository objects have been defined, each object must be made available for
release. The same applies for created or updated processes.
 Submit A detail process
references another closed sub-process. Go to Detail
Content > Process reference > Name and click Create.
Select the required process in the window that appears (Process House).
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46
Admin
8.1 Creating storage collections and databases
The browser is started with …../_sysadmin/_admin. You log in as Administrator.
Existing storage collections are displayed and you can create new collections by clicking
Tabular Views.
A dialog box opens. Enter the name of the new storage collection into the text box and
confirm with “New”.
Click the Create button on the right-hand side under “Settings” in the Detail Content area.
The HOME main navigation displays all storage collections. Click the tile to navigate to the
newly created storage collection.
Figure 55 - Setting up storage collections
A new database is created in the storage collection under Tabular Views > Storages. Create
a database to import and export database contents.
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8.1 Defining users and their roles
Users are always created within a database. Navigate to the database and click the
in the top right corner of the screen to open the administration page.
button
Figure 56 - Tiles
Click the User tile to launch the user administration section.
Enter a name for each new user and assign a password to each user (in the Detail Content).
You will also need to define the appropriate user roles for each user in the Detail Content by
specifying if the user acts as Viewer, Author and/or Approver.
You can assign a user to a number of user groups.
8.2 Setting up user groups
You set up user groups in the same way as you create users. Click the User groups tile.
After you have created the user group using the New option and have assigned a name to
the group, you can select the users for this group in the Detail Content area. Click the
icon on the Users screen to display a list with all users. Select the required users and click OK.
Figure 57 - Selecting users for your user group
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48
8.3 Setting up variants and tags
Global and local variants are set up via the tile Variants on the administration page.
Figure 58 - Setting up variants
Additionally, the administrator can define tags via the tile Tags to be used together with
variants.
8.4 Personalizing your corporate identity
Use the System settings tile on the administration page to customize the Symbio Web page
to reflect the corporate identity of your business.
Select Theme settings from the list that appears when you click System Settings.
Use the Theme settings section, for example, to add your logo and specify your company
colors.
To save your changes click Compile when you are finished.
Figure 59 - Theme settings
8.5 Create and adjust homepage
As Administrator you can adjust the design of the widgets on the homepage and you can
create different homepages yourself.
Using the pen
in the lower right corner of the homepage you will enter the editing mode
of the page you are currently on.
If you want to create a completely new homepage please click on the + in the sub navigation.
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49
In the editing mode you can create, edit and move widgets.
Moving widgets to another position on the page is done by clicking on them and then using
the arrow which appears.
For creating new widgets the following designs are available via the button New:
 Text
 Link
 List
 Chart
 Diagram
 Placeholder
By clicking on the widget the Detail Content appears where you can determine the design
and the content (i.e. maturity level analysis) of the widget.
You can also choose name, description, size, background and text color.
Figure 60 - Detail Content Widget
Depending on the kind of the widget there are various design and content capabilities.
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Figure 61 – Creating a homepage
Please save your changes by clicking on the green pen in the lower right corner.
8.6 Importing and exporting processes for different databases
To import or export processes:
Navigate to Processes in the navigation bar and select the architecture sub navigation.
Use the toolbar to import or export processes.
Click Export to export your processes. The symx file that is generated during the export
process is made available in your Info section.
Figure 62 - Exporting processes
To import processes, navigate to Processes in the navigation bar and select the architecture
sub navigation.
Use the Import button to import documents, XML files, Visio, ARIS or Excel files.
Figure 63 - Importing processes
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Further configurations can be made on the administration page.
8.7 View process lifecycle
For Administrators, the option lifecycle in the Navigation Bar offers an overview of the
release cycle of a process.
Figure 64 - Lifecycle
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Glossary
Termin
Description
And gateway
In the event of branching, all subsequent paths run in parallel.
User role
Role with different permission levels set up by the administrator.
Depending on the assigned role, users can either only view
processes or they can also actively define and release processes.
Back Loop gateway
A Back Loop gateway is used to model a loopback.
Condition
Conditions are required for differentiations following OR and
Either-or gateways.
Connecting object
Symbio automatically adds connection lines/edges between
process flow objects and to Repository objects.
Converging gateway
Converging gateways are used to merge different paths, before
continuing the process flow.
Detail Content
The workspace on the right-hand side to enter detailed
information about processes, Repository objects or process flow
objects.
Detail process
A detailed process that – within a process sequence – references
a closed sub-process in the process house.
Draw Area
Central workspace under PROCESSES > editor sub navigation.
Used for the graphical modelling of processes or diagrams.
Draw Settings
The workspace on the right-hand side under PROCESSES >
editor sub navigation. Used to customize the objects for
graphical modelling with regards to position, size, colour, etc.
editor toolbar
Toolbar above the Draw Area. Used to specify different views
and provides access to other features (attaching links or images,
etc.).
Either-or gateway
Used to differentiate between mutually exclusive alternatives.
Depending on the branch conditions, the process flow will
continue with one outgoing branch. In the event of a merge, the
program waits for the incoming active edge, before continuing
the process.
End
Used to end the process sequence. This symbol must be used at
the end of each sub-process.
Event
Marks the achievement of a defined condition within the
process, such as a milestone.
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53
Manual
Default MS Word document that can be generated in Symbio
for processes and organizational units. Represents defined
contents with illustrations and tables.
Header
Blue menu bar for basic settings, help, feedback and search.
Main Content
Central workspace which displays the contents of the selected
process level, for example as illustrations or tables.
Main Navigation
Upper part of the navigation area. Used to access processes,
repository objects or pending tasks.
Main Process
Main process/object used for structuring the processes. Is used
for higher levels and can include other main processes and subprocesses.
Navigation
Grey menu bar used to navigate to the processes, repository
objects and pending tasks in the taskboard. Is divided into a
main navigation and a sub navigation area.
Navigation Content
Workspace on the left-hand side. Used to navigate through all
levels of the process house.
Or gateway
In the event of branching, one or more path(s) will be followed
(depending on the conditions).
Process toolbar
Menu above or below a process flow object. Used to select the
predecessor or successor object on the sub-process level.
Process flow object
Object which describes the process architecture and the process
sequence: main process, sub-process, start, end, event, task,
detail process, gateways, conditions
Process House
Model containing all main processes and sub-processes on their
respective levels. The default categories are: Management
Processes/Core Processes/Support Processes.
RACI method
Categorizes responsibilities to describe which role is responsible
for which activity. R = Responsible / A = Accountable / C =
Consulted / I = Informed.
Repository object
This object describes a main process or sub-process in detail.
Repository objects are accessed via the navigation bar, e.g.
ORGANIZATION, IT, REPOSITORY.
Start
Icon to start a process (sub-process) sequence. Required at the
beginning of each sub-process.
Stencil Pool
Workspace on the left-hand side under PROCESSES > editor sub
navigation. Provides a selection of templates for different object
types that are used for the graphical modelling of processes or
diagrams.
Lower part of the navigation bar. Used to navigate within a
previously selected main navigation area with a selection of
views/versions.
Sub Navigation
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Sub Process
Object used to structure the processes. It is used at a lower
level, can contain other sub-processes and may consist of
process flow objects.
Swimlane
Symbio automatically creates a column for each responsible (R)
person and assigns tasks accordingly.
Task
Process step/individual activity within a chronologically logical
process sequence that is performed by employees.
Toolbar
Menu above the Main Contents area. Allows users to customize
views and use other features, such as editing process flow
objects or generating manuals.
Views
User-specific, configurable views, such as end-to-end processes.
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55
10 Legal notice
Publisher
Ploetz + Zeller GmbH
Einsteinring 41-43
85609 München
Tel.: +49 89 890635 – 0
Fax: +49 89 890635 – 55
E-Mail: [email protected]
LEGAL NOTICE
Ploetz + Zeller GmbH does not assume any liability or guarantee the accuracy,
completeness or usefulness of any information, including contributions, represe
and illustrations provided in this document. Software features and functions de
herein refer to the version that is current at the time. Customer-specific feature
taken into account. The information contained in this document may be modifie
time. Ploetz + Zeller GmbH is not obliged to provide information related to the
of this document.
This documentation, as well as all included contributions, representations and il
are protected by copyright. Any use not explicitly permitted by copyright law re
consent of Ploetz + Zeller GmbH. This applies in particular to copies, adaptation
translations, microfilms as well as to storing and processing information in elect
systems.
The information, knowledge and representations contained in this document sh
regarded as the sole property of Ploetz + Zeller GmbH. The documentation and
information, knowledge and presentations contained herein may not be publish
disseminated without the previous written approval of Ploetz + Zeller GmbH, ne
whole nor in parts, and neither directly nor indirectly.
All related rights are reserved for Ploetz + Zeller GmbH, especially those concer
awarding of patents. The transfer of the documentation does not imply the righ
license or a right for use.
Ploetz + Zeller GmbH reserves the right to carry out technical changes. The pro
in this documentation are trademarks or registered trademarks of their respecti
Symbio® is a registered trademark of PLOETZ + ZELLER GmbH, Munich, Germa
Symbio Web
Ploetz + Zeller GmbH
Einsteinring 41-43
85609 München
Telefon: +49 89 890635 – 0
Fax: +49 89 890635 – 55
E-Mail: [email protected]
©2017 Ploetz + Zeller GmbH
56

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