Manage systems

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. , Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities., or System Owner privilege required.

Nintex Process Manager uses system tags to identify key systems and tools your organisation uses. These tags help clarify your processes where they appear.

The system page records the details your users need to know to help identify the systems, and associates them with any common acronyms or names your team uses for them. When a user sees a system tag, hovering the mouse over it displays the system details.

Using system tags allows:

  • technical teams to identify opportunities for improvements.

  • system stakeholders to be added to the process RACI matrix.

  • accurate reporting of which systems are used in what processes across the business.

  • a quick view of which systems a person in a selected role must have to perform related processes.

Promasters, Business Analysts, or System Owners can add or edit systems. To allow Process Editors A user who can edit a process, including Promasters, Business Analysts, Process Experts, Process Owners and Process Editors assigned at a process group level. to add or edit systems, you can enable the Admin > Configure > Process Editing > Allow all process editors to edit systems (Default: Off) setting.

Note: If a user creates a system or is assigned as a System Owner when this setting is turned on, the user can continue to add or edit systems when this setting is turned off. Remove the user as a System Owner to remove their editing privileges.

On this page:

View systems

  • Go to Admin > Systems on the top-right of your Nintex Process Manager site. The Systems, Tools & Apps page displays the following columns:
    Column nameDescription
    SystemDisplays the system name. You can sort the list alphabetically.
    DescriptionDisplays the description.
    Tag(s)Displays the tags associated with the system.
    Owner

    Displays the system owner.

    The system owner can edit information and have a mail to link for correspondence.

    Stakeholders

    Displays the system stakeholders. Hover over the field to view the stakeholders.

    System stakeholders are users who receive dashboard notifications when a change occurs in a process the System is associated with.

    DocumentsDisplays the documents associated with the system. Hover over the field to view the documents.
    System MapClick to view the System Map report which displays the system details for the associated process group/published process and activity/task.
    EditEdit the system details. For more information, see Edit a system.

Add a system

  1. Go to Admin > Systems on the top-right of your Nintex Process Manager site. The Systems, Tools & Apps page is displayed.
  2. Click Add System.
  3. Type a System Name and Description.
  4. Type the tags you want to associate with the system. If you want to associate multiple tags, separate them with a semi-colon (;).
    • System name is the full name for a system, for example: "Microsoft_Dynamics_CRM".
    • System tags is a list of terms that a user can include in a process step to tag the System in that step without having to include the complete name. Each term should be separated by a semi-colon, for example: "Dynamics; CRM; Microsoft CRM; Customer Relationship Management tool". The System name will be automatically added to this list.

    Spaces are not allowed in system names, but can be used in alternate tags. Special characters are not allowed. System names can only contain alphanumeric, hyphen, and underscore characters.

  1. You can add Stakeholder by Name: Type 2 letters of the user name, select the user and click add user OR add Stakeholder by Role/Responsibility: Select from the drop-down list and click Add.
  2. Click save.

Edit a system

  1. Go to Admin > Systems on the top-right of your Nintex Process Manager site. The Systems, Tools & Apps page is displayed.
  2. Click edit to the right of the system record you want to edit.

    • Edit and make changes to the required fields.

    • To see the list of processes where this system is tagged, expand Associated Processes.

    • To see the list of documents associated with the system, expand Associated Documents. New documents can be associated with the System by clicking Add a new document. For more information, see add documents. If these documents are already attached to a process, the system will also be associated with the process.

  1. Click save.

Re-index systems

Re-indexing occurs automatically overnight if there are changes. You can also update the changes across all processes in your Nintex Process Manager site immediately after you make the changes, using the system re-indexing option.

Caution: You must re-index only if you have updated any System alias' as this task will check all processes in your Nintex Process Manager site. This can have an impact on the system speed and it is recommended to run this task after hours.

  1. Go to Admin > Systems on the top-right of your Nintex Process Manager site. The Systems, Tools & Apps page is displayed.
  2. Click and then click Re-index System.

All associated processes are updated with any system tag changes. This includes adding new tags and removing any tags that are no longer referenced. This task will run in the background and you will receive an email once it is completed.

Export the System Map report

To view the system details for the associated process group, published process, and activity or task:

  1. Go to Admin > Systems on the top-right of your Nintex Process Manager site.

    The Systems, Tools & Apps page is displayed.

  2. Under System Map, click .

    The system map is displayed.

  3. On the top-right corner, select or .