Configure Improvements Module settings

Improvement Portfolio Managers A user responsible for assigning incidents for investigation, approving action plans and closing incidents for a portfolio. can administer the Improvement Portfolios they are responsible for but they do not have access to the Admin > Improvements > Other Configurations section.

Promasters A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. can administer all Improvement Portfolios and configure settings from the Admin > Improvements > Other Configurations section as described in the sections below.

Note: The term incident is used in the Nintex Process Manager help documentation for Improvements Module The Improvements Module enables you to report and manage incidents. items. In your Nintex Process Manager site, a Promaster A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. can update this term from the Admin > Improvements > Other Configurations > Default improvement item label setting. Improvement Portfolio Managers can update this term only for their portfolios.

Add an Improvement Portfolio

Improvement Portfolios are used to group incidents together. Each Improvement Portfolio is managed by a single Improvement Portfolio Manager. You can have an unlimited number of Improvement Portfolios. These are unique to your organization and are differentiated by the type of incidents. For example, Customer Complaints, Improvement Projects, Non-Conformances and Health and Safety Incidents. Further differentiation can be made using Improvement Portfolios for things like location, function, department, as required.

1. Go to Admin > Improvements.
2. In the Manage Improvements page, on the top-right, click Add Improvement Portfolio. Complete the sections as described below.

General

Field/Button	Description	Steps
Portfolio Name	Name to identify the Improvement Portfolio.	Click . Type the name and click .
Enable portfolio	New Improvement Portfolios are disabled by default. Disabled Improvement Portfolio and the associated incidents are not displayed in the Improvements Register.	Use the toggle to enable the setting.
Custom Label	The default label is Incident. You can create a new custom label which replaces placeholders, the Report Incident button, and labels in the dashboard and change log.	Click . Type the new label and click .
Enable other reference field	Assign your own numbering system to incidents rather than using the Nintex Process Manager default numbering format (Ixxxxx).	Use the toggle to enable the setting.
Template to be used for additional information	Attach a template document that users can download and complete when reporting an Incident.	Click Browse and select the document.
Template to be used for investigation attachment	Attach a template document that Incident Owners can download and complete when reporting investigation findings.	Click Browse and select the document.
Embed	The minimode A permalink to a Nintex Promapp process or document which allows anonymous users to access processes, documents or process groups. URL to an Improvement Portfolio or a HTML snippet which can be embedded in your Intranet.	Click Get Permalink and copy the URL/HTML snippet.
Delete Portfolio	Deletes the Improvement Portfolio if there are no associated incidents. Tip: You can disable the Improvement Portfolio instead of deleting it if required for future reference.	Click Delete Portfolio and then click Yes to confirm.

Stakeholders

Field	Description
Portfolio Manager	Each Improvement Portfolio has one Improvement Portfolio Manager, who has the following responsibilities: Monitoring incidents as they progress through the Improvements Module workflow. Assigning new incidents to Incident Owners for investigation. Approving submitted Incident Action Plans. Closing incidents once required actions have been completed. The above responsibilities can be assigned to a custom workflow step owner based on Location. For more information, see Improvements Module workflow. By default, the Portfolio Manager is the Promaster who creates the Improvement Portfolio.
Editors	Additional editors can amend the Improvement Portfolio's incident details but cannot advance the incident to the next stage of the Improvements Module workflow.
Viewers	Note: The Viewers field is only available if viewing incident information is restricted by enabling the Admin > Improvements > Other Configurations > Restrict improvement module access to named users setting. Additional viewers can view the Improvement Portfolio's incident information but cannot edit incident details.

Note: 

• You can add any number of additional Editors or Viewers.

• To reduce maintenance, it is recommended to assign roles/responsibilities rather than users as Viewers and Editors.

Form Fields

For each Improvement Portfolio, you can configure what Incident Category, Sub-Category, Location and Sub-Location information to capture when users report an incident. Each of these fields allows you to set up a drop-down list of Incident Categories and Sub-Categories or Locations and Sub-Locations that can be used to further classify an incident.

Field/Button	Description	Steps
Category	Add categories and sub-categories to classify incidents. You can search for a category or sub-category in the Improvements Register to identify related incidents. Note:  The Mandatory check box is selected by default and cannot be edited. The Category field can only be disabled and cannot be deleted.	Click . Type the category name and click Add. Repeat this step to add more categories. Type a sub-category name and click Add. Repeat this step to add more sub-categories. (Optional) Select/Deselect the Enabled check box to enable/disable the Category field. (Optional) Reorder the list by clicking the grey bar and dragging and dropping them to the required location, or click Reorder to sort alphabetically. Click .
Location	Add locations and sub-locations to classify incidents. You can search for a location or sub-location in the Improvements Register to identify related incidents. Note:  The Mandatory check box is selected by default and cannot be edited. The Location field can only be disabled and cannot be deleted.	Click . Type the location name and click Add. Repeat this step to add more locations. Type a sub-location name and click Add. Repeat this step to add more sub-locations. (Optional) Select/Deselect the Enabled check box to enable/disable the Location field. (Optional) Reorder the list by clicking the grey bar and dragging and dropping them to the required location, or click Reorder to sort alphabetically. Click .

Extra Form Fields

You can add additional custom form fields to capture necessary extra information for Portfolio Stakeholders to complete their tasks as described below.

Note: 

• By default the Containment and Estimated cost incurred fields are created and displayed as an example. These fields can be edited or deleted if required.
• Additional custom form fields can be added using the Add button.

1. Click Add.
2. Select/Deselect the Enabled check box to display/hide the field on the Report an incident form.
3. Type a title for the Input Field.
4. Type placeholder text for the Input Prompt.
5. Select the Field Type from the drop-down list.

What are the different field types?

• Text Field (Single Line) - one line of text

• Text Field (Multiline) - multiple line text area

• Date - a date (calendar) selection

• Yes/No - also known as a "boolean" field, a checkbox that users can check (yes) or leave blank (no).

• Select list (Single choice)- a drop-down menu of options - includes "N/A" if the field is not mandatory.

• Select list (Multiple choices) - a drop-down menu of options from which multiple options can be chosen at once - includes "N/A" if the field is not mandatory.

6. Select the Include on Report Form check box to include the custom form field on the Report Incident form. The Mandatory Upon Reporting check box is enabled only if you select the Include on Report Form check box.
7. If you want the Incident Reporter A user who determines that an incident has occurred, chooses the relevant portfolio in Nintex Promapp and completes the applicable incident form. to enter details for the custom form field, select the Mandatory Upon Reporting check box.
8. If you want the Incident Assigner A user who evaluates the nature of the incident, determines a priority (low, medium, high), and assigns to an Incident Owner for investigation. to enter details for the custom form field, select the Mandatory Upon Assignment check box.
9. Click .

Workflow

This section is available only if you add a value for the Location field described in the previous section. For more information, see

Improvements Add-on workflow.

Each of the Improvements Module workflow tasks (Assignment, Approval of actions and Closing of incidents), can be delegated to another user based on the Location and Sub-Location fields. By default, the workflow role labels are Assigner, Approver and Closer.

Workflow role	Description
Assigner	Assigners assign an Incident Owner A user who investigates the incident background,records findings in Nintex Promapp, determines actions required, and assigns actions to Action Owners. and priority to new incidents which changes the incident status to Under Investigation.
Approver	Approvers approve or reject Action Plans submitted by Incident Owners. Once an Action Plan is approved the incident status changes from Under Investigation to Under Action and Action Owners can implement assigned actions.
Closer	Closers check actions have been satisfactorily completed, review incident details then close an incident, changing the incident status from Ready to Close to Closed.

Once you assign users, Improvement Portfolio Managers will no longer receive dashboard notifications for pending actions. They can still view and edit incidents, but the notifications will be sent to the assigned workflow Incident Action Owners A user who completes the allocated actions, logs notes in Nintex Promapp, and submits when actions are completed..

Workflow action	Field/Button	Description/Steps
Assignment, Approver, Closer	Custom Label	Click . Type the Custom Label for the field. Click .
	Add a location	Click Add a location. Select the location/sub-location from the drop-down list. Click Add. Select one of the following options based on the workflow task: First only required to assign/approve/close: Only one user needs to assign/approve/close the incident if multiple users are assigned. All required to approve/close: All assigned users must approve/close the incident. If one user declines, it will be rejected. Type the first 2 characters of the user name and select user from the drop-down list. Click Add. Click .

Timeframes

You can set the default timeframes for assignment, investigation, and action of incidents.

Field	Description
Default time for Assignment (days)	The time allocated between an incident being reported and being assigned by the Improvement Portfolio Manager A user responsible for assigning incidents for investigation, approving action plans and closing incidents for a portfolio..
Default time for investigation (days)	The time for each priority level (Low, Medium, High), that the Incident Owner has to complete the incident investigation, create actions to resolve the incidents and have the proposed action plan approved by the Improvement Portfolio Manager or Custom Approval Owners (if assigned).
Default time for Action Plan (days)	The time that each Action Owner has to complete any actions assigned to them.

Other Configurations

Promaster privilege required.

The following settings can be configured in this section as described in the table below.

Field	Description/Steps
Restrict improvements module access to named users (Default: Off)	Off: all Nintex Process Manager users can view incidents. On: you must explicitly assign users as Viewers for the Improvement Portfolio in the Stakeholders section described in the section above.
Default improvement item label	By default (or if left blank), the label for improvement items in your Nintex Process Manager site is displayed as Incident, for example in the dashboard, Improvements Register, and process change log pages. To change the label for all improvement items in your Nintex Process Manager site: Click . Type the Default improvement item label you want to set. Click . To change the label for a specific Improvement Portfolio, see Custom Label.
Default register filter start date to X months ago (All: 0, Default: 3)	This setting allows you to configure from how many months back you would like to see improvement notifications.
Enable creation of improvement ticket from process feedback (Default Off)	If you have an improvement request submitted as part of process feedback, you can create an improvement item directly from the Map > Feedback > Raise Ticket button displayed next to the feedback.
Email sent to person(s) responsible for closing (e.g. Portfolio Manager) when all actions are completed (Default: Off)	As described in the field label.
Email sent to person(s) responsible for approving (e.g. Portfolio Manager) when an action plan is submitted for approval (Default: Off)	As described in the field label.
Email sent to all stakeholders when an item changes state (Default: Off)	There are four distinct 'states' during the Improvement Portfolio workflow: Open/New: newly created incidents awaiting assignment. Under Investigation: Assigned and awaiting an action plan. Under Action: Action plans have been approved and awaiting completion. Closed: All actions completed and incident has been closed/completed. Who are Improvement Portfolio stakeholders? Portfolio Manager Portfolio Editors Portfolio Viewers Incident Owner Action Owners Custom Workflow Step Owners
Email sent to incident owner when assigning incident (Default: On)	As described in the field label.
Default action due threshold in days (Default: 30)	Incident Owners receive an Actions Due dashboard notification with a Follow Up button when in progress actions become due for incidents they own. This makes it easier for them to follow up on the actions they are ultimately responsible for. This notification is triggered when an action's due date falls within today's date and the number of days specified. This notification cannot be removed until all actions have been completed.
Email sent to person(s) responsible for assigning (e.g. Portfolio Manager) when a new item is created (Default: Off)	As described in the field label.
Email sent to Incident and Action Owners when new comments are submitted. (Default: On) and Email sent to all Stakeholders when new comments are submitted (Default: Off)	These configuration settings work in conjunction with each other: If you want to send an email notification to all Incident Stakeholders (Incident Owner, Action Owners, Incident Editors and Incident Viewers) when an incident comment has been posted then both settings should be enabled. Note:  An Incident Viewer will only receive an email notification for comments posted if your organisation has restricted access to the Improvements Module to named users only. If view access to the Improvements Module is unrestricted then Incident Viewers will not receive an email notification even with these settings enabled. Conversely, if you want to send an email notification to just the Incident Owners and Action Owners when an incident comment has been posted then the: Send email when a new comment is submitted (sent to Incident or Action Owners) setting must be enabled. Emails when new comments are submitted should be sent to all Incident Stakeholders setting must be disabled.

Improvements Module reports

You can use the Reporting API to build custom queries and generate reports for your specific business needs. For more information, see Reporting API.