Streamline the Business Process Record creation and revalidation process by using Forms. Create and send forms to your colleagues and gather the Business Process Record information that you need to maintain accurate records of processing. You can configure the Form to include specific sections, monitor the approval process and track the status of each Form that you assign.
1. From the left side of the page, hover the mouse over the Data Mapping & Risk Manager icon, and then navigate to Settings (1) > BP Forms (2).
2. In the top-left corner of the page, click the Add New button (3).
3. Do the following to complete the form, and then click Continue.
- Enter the form name.
- Assign an owner. The creator is the default owner of the form, and will be notified through an email.
- Select entities that should have access to the record.
- Enter a description. This is optional.
- Enter the business process name.
- Choose a business process template.
- If an approval process is needed before the business process record is created, then click the checkbox (4) when creating the new form.
NOTE: You can select Existing Record (5) to create a form from an existing business process record. This option also allows you to copy a configuration from an existing form.
Your questionnaire is configured based on the Business Process Template you selected.
In the following pages/sections, you can further simplify the questionnaire by clicking the Hide icon (6) next to any of the questions. Hidden fields will not be sent to questionnaire assignees, but will remain on the Business Process record. You can also edit the predetermined questions by clicking the Edit icon (7). You can change the question and enter or update the description.
- Details
- System Selection
- Build Data Flow
- Purposes & Elements
- Security & Retention
- Custom Page. This appears only if a custom page is associated with the template type you have selected.
- Legal Basis
- Tags
NOTE: If you want to hide the entire page/section, click Hide Section (8) in the upper-left corner of the section.
Updating an Existing Business Process Record Using a Form
You can create a new form to update an existing business process record.
1. In the Create New Form modal, under the Choose Business Process Record section, click Existing Record (1).
2. Select an existing business process record (2).
3. Select an existing business process form (3) to copy the configuration from that form.
4. Click Continue.
Alternatively, from the Business Processes page, you can click on the ellipsis icon (4) on the far right, and select Create New Form (5) to create a form for the selected record.
While the Form is in progress, the business process record will be in a "Locked" state.
During this time, you can edit the record via the form editor.
After editing or updating the settings in the form editor, you can send the form.
Once you've reviewed the submissions from the Form Assignees, you can approve the form at which time the updates will be made to the Business Process record and the record will become unlocked.
Assigning Questions Specific to Assignees
You can configure questions to specific assignees so that different assignees can see only the questions applicable to them. This can be done when sending a form, both from the form editor as well as from the form sent to assignees (if share permission is enabled).
To configure what questions are visible to a specific assignee, when sending or sharing a form:
1. In the Send Questionnaire modal, click on the Settings icon to the right of the assignee's user name, and then select Configure Visibility.
NOTE: Clicking Reset Configuration resets the configuration for that user.
2. You can hide the question by clicking the Hide icon (3) to its right or hide the entire section by clicking Hide Section (4).
3. On the System Selection page, you can do the following:
- Deselect Show New Systems Added By Other Assignees (5) so that the assignee will not see the systems added by others.
- Hide other Systems not related to the assignee by clicking the Hide icon (6).
4. Click Save.
NOTE: You can bulk configure question visibility for one or more users at a time by selecting Select All (7), and then clicking the Settings icon > Configure Visibility.
Activity Log for Form and for Individual Questions
An audit log is available for each question from the form editor as well as from the form sent to assignees. This makes it easier to see who changed what and when.
Look for the Activity Log icon, and then click it.
Sample Activity Log for the Form
Sample Activity Log for Individual Questions
Change indicator
Business Process Form owners can go into the form editor and see an orange dot to identify which sections or questions have had changes made to the answers by an assignee since when the form was sent out.
This can be useful to determine which sections/questions have not been completed for new Business Process Record creation, and will also be helpful to differentiate between new answers made on questions.
Allowing Assignees to Edit Existing Inventory Records and/or Change Owning Entity
When sending a business process form, you can provide questionnaire assignees the ability to edit existing inventory records that have been selected in the Form Questionnaire. This will also allow for editing of owning inventory records.
1. Click the Send button in the BP Form and then select the Edit system or owner inventory records checkbox.
2. From the Questionnaire’s System Selection page, the assignees can click the Edit icon (1), edit the system record (2), and then click Save (3).
The assignees can create a new Third Party or Company Affiliate record and assign it to the system by doing the following:
- Click the Owned By field (4), and then click Add New Third Party or Add New Company Affiliate (5).
- Enter all the required details, and then click Save.