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Business Processes (Master Data)

Business Processes let you manage a catalog of your organization’s core end-to-end processes (e.g. “Order-to-Cash (O2C)”, “Procure-to-Pay (P2P)”, “Hire-to-Retire (H2R)”) in one place. These processes can then be referenced elsewhere in the app (for ownership, reporting, audits, etc.).

You’ll find them under:

  • Master Data → Business Processes

Who can do what?

  • View list + details: users with Business Processes Reader access.
  • Create and edit processes + categories: users with Business Processes Manager access.
  • Delete processes + categories, import/export CSV: users with Business Processes Admin access.

If you can’t see the page, or fields are read-only, ask your tenant admin to adjust your role permissions.

The Business Processes list

The list page shows all processes for your tenant.

Columns:

  • Name
  • Process name including its short code, e.g. Order-to-Cash (O2C).

  • Click to open the process workspace.

  • Categories

  • One or more categories that the process belongs to, e.g.:
    • Customer & Sales
    • Supply Chain, Purchasing & Operations
    • Finance & Controlling

  • By default the grid is sorted by the first category name, which naturally groups processes by category.

  • Process Owner

  • Displays the user responsible for the process (name or email), based on the Process Owner field in the workspace.

  • Status

  • enabled or disabled.

  • Disabled processes are typically historical or no longer used; they can be kept for reference but should not be assigned in new workflows.

  • Updated

  • When the process was last updated (hidden by default; you can show it via the column chooser).

Default filters and sorting:

  • Filter: shows only enabled processes by default.
  • Sort: grouped by Categories (primary category), then by Name.

Actions on the list

Top-right toolbar (availability depends on your permissions):

  • New (Manager+)
    Create a new Business Process. This opens the workspace in “New Business Process” mode.

  • Manage Categories (Manager+)
    Opens a dialog where you can rename, activate/deactivate, create, or delete categories.
    Changes are only saved when you click Save in the dialog.

  • Import CSV (Admin+)
    Import processes in bulk from a CSV file. See CSV section below.

  • Export CSV (Admin+)
    Export all processes to CSV for review or offline editing.

  • Delete Selected (Admin+)
    Delete multiple selected processes at once. You’ll see which items were successfully deleted and which failed (with a reason).

Process workspace (details)

Click any row in the list (or the New button) to open the process workspace.

The workspace follows a standard layout:

  • Left side: a single Overview tab (vertical tab bar).
  • Top-right: navigation and save controls:
  • Prev / Next: move to previous/next process in the current list.
  • Reset: discard unsaved changes in the current tab.
  • Save: save the current process.
  • Close: return to the Business Processes list, keeping filters/sort.

If you don’t have Manager access, fields will be read-only and you’ll see a notice.

Overview tab fields

  1. Basic info

  2. Name (required)

    • The main process name.
    • Recommended format: Plain name (CODE), e.g. Order-to-Cash (O2C), Hire-to-Retire (H2R).

  3. Description

    • Short description of the process, typically describing the start and end of the process (e.g. “From customer order → delivery/service → invoicing → payment received.”).

  4. Status

    • Simple Enabled/Disabled toggle:
    • Enabled: process is active and appears in selectors.
    • Disabled: process is inactive and should not be used for new assignments (but stays visible for history).
    • Use this to retire processes without deleting them so historical references still make sense.

  5. Classification

  6. Categories (multi‑select)

    • Assign one or more categories to this process:
    • Customer & Sales
    • Supply Chain, Purchasing & Operations
    • Product & Service Lifecycle
    • HR / People Processes
    • Finance & Controlling
    • IT & Support Functions
    • Governance, Strategy & Compliance
    • You can:
    • Pick existing categories.
    • Click New category to create a simple new category inline.
    • Click Edit categories to open the full category management dialog (see below).

  7. Process Owner

    • A user in your tenant who is ultimately responsible for this process.
    • Used for:
    • Visibility in the grid (Process Owner column).
    • Future assignments, notifications, and approvals.

  8. IT Owner

    • A user in your tenant responsible for the IT side of the process (tools, systems, integrations).
    • Intended for IT operations, incident routing, and change management.

  9. Details

  10. Notes

    • Free-form field for internal information:
    • Links to process maps or SOPs.
    • Notes about scope, exceptions, or ownership.
    • References to audits or improvement plans.

Managing categories

Categories are shared across all Business Processes and can be edited in one place.

You can access category management in two ways:

  1. From the list page:

  2. Click Manage Categories.

  3. From the workspace:

  4. Under the Categories field, click Edit categories.

This opens the Manage Business Process Categories dialog.

What you can do in the dialog

For each category you can:

  • Rename – edit the name field (e.g. shorten “Supply Chain, Purchasing & Operations” to “Supply Chain & Ops”).
  • Activate/Deactivate – toggle whether the category is active:
  • Active categories appear in selectors by default.
  • Inactive categories are hidden for new assignments but preserved for existing processes.
  • Delete – remove the category:
  • Only possible if it is not used by any process.
  • If it’s in use, the delete will fail with a message.

You can also:

  • New category – create a new category row at the bottom of the list.

Save and cancel behavior

  • No changes are saved until you click Save.
  • While the dialog is open:
  • Edits, toggles, and deletions are tracked locally.
  • You can undo changes by closing the dialog with Cancel.
  • When you click Save:
  • The app:
    • Creates any new categories you added.
    • Updates renamed or reactivated/deactivated categories.
    • Deletes categories you removed (if they are not in use).
  • If something goes wrong (e.g. duplicate name, category in use), an error is shown and the dialog stays open so you can fix the issue.
  • Cancel closes the dialog and discards any unsaved changes.

CSV import/export

CSV import/export is intended for bulk editing or onboarding your list of business processes.

Exporting

On the Business Processes list page, click Export CSV (Admin access required).

  • You can export:
  • A template (header only).
  • Data (all processes for the current tenant).
  • Format:
  • Separator: semicolon (;).
  • Encoded as UTF‑8 (with BOM) for Excel compatibility.
  • Columns:
    • name – full process name, including the short code.
    • categories – one or more category names, separated by semicolons inside the cell (e.g. Customer & Sales; Finance & Controlling).
    • description
    • notes
    • status – enabled or disabled.

Importing

On the Business Processes list page, click Import CSV (Admin access required).

Workflow:

  1. Open the import dialog.
  2. Upload your CSV file (must follow the template header and use ; as separator).
  3. Run a Preflight check:
  4. Validates headers and basic data.
  5. Shows how many rows will be inserted vs updated.
  6. If preflight is OK, click Load to apply the changes.

Behavior:

  • Existing processes are matched by Name (case-insensitive) per tenant:
  • If a row’s name matches an existing process:
    • That process is updated.
  • If there’s no match:
    • A new process is created.
  • Categories:
  • For each row, the categories cell is split on ;.
  • Each category name is trimmed and:
    • If it already exists, it’s reused.
    • If it doesn’t exist, a new active category is created.
  • Category links for the process are then synchronized with the list from the CSV.
  • Status and lifecycle:
  • status is used to set the enabled/disabled state.
  • disabled_at is not imported; you can refine lifecycle dates in the workspace later if needed.

Tips:

  • Use the Export CSV (data) option to get a current snapshot, modify it, and then re-import.
  • Keep the name + code convention (Order-to-Cash (O2C)) consistent to avoid accidental duplicates.

How Business Processes will be used in the app

The Business Processes page is the single source of truth for your ISO 9001-style core processes. It’s designed to be reused by other parts of the app:

  • Ownership:

  • Process Owner and IT Owner will be used to:

    • Default task assignees.
    • Route notifications for incidents, changes, audits, and risks tied to specific processes.

  • Linking:

  • Other modules (Applications, Interfaces, Tasks, Audits, Risk register) can reference Business Processes by ID so you always know which end-to-end process is impacted.

  • Reporting:

  • Future reports can group OPEX/CAPEX, incidents, or tasks by business process, giving you a process-centric view rather than a purely organizational or account-based view.

For now, the focus is on getting the master data right—names, categories, and owners—so that when these cross-cutting features appear, they all point to the same clean, centralized process catalog.