Adding process details

To document and analyze your processes, you can specify details at the process, milestone, or diagram element level.

To add details to individual elements, right-click the diagram, milestone, or element and select Details. The Details view contains a set of properties that are related to the selected artifact. For example, an activity has a Participant property that specifies who is performing the work.

example of an activity details view

Most properties on the Details page are predefined, but your account administrator can choose to add custom properties or hide predefined properties. See Customizing properties.

On the other tabs of the Details view, you can add the following information.
  • Problem descriptions, including severity and frequency to describe challenges associated with this process element
  • Links to policies
  • Documentation in rich text format
  • File attachments
  • Comments, or replies to comments, relating to this process artifact
  • Images. On the Documentation tab, click the button to insert an image. Uploading an image adds an attachment on the Attachments tab as well as a link on the Documentation tab. If you delete the attachment later, the Documentation tab shows a broken link.

The Documentation view provides a convenient way to review and add details for all the artifacts in a process. To switch to the Documentation view, select Documentation from the drop-down menu of the toolbar.

When you hover over a process artifact in the Documentation view, an action menu Documentation view controls is displayed. This action menu helps to edit the details, collapse and expand the details section, add a comment to the artifact, show or hide text annotations, or get a link to the selected artifact.

Managing process details properties

You can customize the properties that are displayed in the Details tab of process blueprints and decision diagrams. These customizations are managed through the Properties tab on the Admin page.

Customizing predefined properties

The Admins can show or hide predefined properties such as:

  • Business Owners
  • Experts
  • Systems
  • Cycle Time (includes Work Time and Wait Time in minutes)
  • Cost
  • Suppliers

To modify visibility, use the checkboxes next to each property.

Table 1. Predefined property details
Property Definition Purpose Usage
Problems The common problems or issues that affect or occur in this activity. Identifies recurring issues or pain points in the process. Helps prioritize improvement efforts and risk mitigation.
Participants A role or system responsible for completing this activity. Clarifies who is responsible for executing the task. Ensures accountability and supports role-based process modeling.
Business Owners Individuals or roles responsible for the strategic oversight and success of the process. Identifies the stakeholders who define the process goals, help ensure alignment with business objectives, and approve major changes. Helps clarify accountability and facilitates communication between process designers and business leadership.
Experts Subject matter experts (SMEs) who possess deep knowledge of the process or its components. Provides a point of contact for detailed process questions, training, or troubleshooting. Useful during process design, review, and optimization phases to help ensure accuracy and completeness.
Inputs Resources, data, or materials required to begin or continue a process. Defines what is needed to initiate or sustain the process. Helps identify dependencies and ensure readiness for process execution.
Outputs The result or product generated by the process. Clarifies what the process is intended to deliver. Supports measurement of process effectiveness and alignment with goals.
Systems IT systems or applications that support or automate parts of the process. Documents system dependencies and integration points. Helps IT teams understand system interactions and supports impact analysis during system upgrades or changes.
Due Date The expected or required completion date for the process or activity. Helps manage timelines and ensure timely delivery. Used in scheduling, tracking deadlines, and performance monitoring.
Cycle Time

The total time required to complete a process from start to finish.

Includes:

• Work Time: Actual time spent performing tasks.

• Wait Time: Time spent waiting between tasks or for external inputs.

 Measures process efficiency and identifies bottlenecks. Used in performance analysis and continuous improvement initiatives.
Cost The estimated or actual cost that is associated with running the process. Supports budgeting, cost-benefit analysis, and ROI calculations. Includes labor, system usage, materials, or other operational costs.
Risk Potential issues or uncertainties that could negatively impact the process. Helps identify and assess threats to process success. Used in risk management and mitigation planning.
Value Add Indicates whether the activity adds value from the customer’s perspective. Helps distinguish between value-adding and non-value-adding steps. Supports lean analysis and process optimization.
Suppliers External or internal entities that provide inputs or services that are required by the process. Identifies dependencies and supports supplier relationship management. Useful for understanding upstream influences and managing service-level agreements (SLAs).
Customers Individuals or entities who receive the output of the process. Defines the target audience or beneficiaries of the process. Helps align process outcomes with customer expectations and satisfaction.

Adding custom properties

You can extend the Details tab by adding custom properties:

  • Text or Number Properties: Click the appropriate link in the Custom Process Properties section to add a new property.
  • Tooltips: Optionally, provide a tooltip to offer more context or guidance for users.
  • Enumerated Values: To restrict a property to a predefined set of values, enable the Enumerated option. A glossary manager must then define the allowed values in the glossary.
  • Color Customization: Click the color square next to a property to assign a specific color for visual distinction.

Using the ProcessData API

The ProcessData API provides programmatic access to process details, including:

  • Milestones
  • Activities
  • Activity properties

Use the GET /scr/api/ProcessData endpoint to retrieve these details.

Supported item types

The system supports various item types, each with its own set of properties:

  • ACTIVITY
  • ACTOR
  • COMMENT
  • FILEITEM
  • INPUTOUTPUT
  • PROBLEM
  • PROCESS
  • PROJECT
  • SYSTEM
  • SUPPLIERCUSTOMER
  • TEXT_ANNOTATION
Search behavior
  • If you search by process name, the direct parent space is returned.
  • If an activity is linked to a process in another space, it includes a linkedProcessId property.
  • Searching for a property returns the activity milestone, its direct parent process, and space. Linked processes are referenced but not returned.