Help documentation glossary
Note: This page describes the terms used in the Help documentation. For details about the Nintex Process Manager site Glossary, see Manage Glossary.
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Step in a solution that executes a task. Sometimes in a 1:1 relationship with tasks in a process, sometimes in a one-to-many relationship with tasks in a process Workflow Example: Task: "Update related Salesforce opportunity" Action(s): Query records with account name Extract SF record ID Update SF record with specified record ID
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The time spent to complete an activity/step in a process.
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A numbered step in the process consisting of a sequence of tasks. An activity is a major step in the process.
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The application programming interface key (API key) is the token generated by the Promaster to access the Reporting API.
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Any form of automation that is used within a given process. Automation could be used to automate different tasks or activities within the process or could be used to automate the process end-to-end. Typically, automation consists of either an RPA (Robotic Process Automation) bot, no-code/low-code automated workflows, or custom-developed coded solutions.
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An Automation Specialist is an IT / Technology Implementer/ Partner stakeholder who manages the relationship between the Process Expert and the Workflow Designer. Automation Specialists can associate workflows with processes, in addition to having Process Editor rights to the group they have been assigned to.
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A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities.
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Competency units have the ability to specify and track the overall competency of trainees. Trainers can assess staff’s competency in a particular area across four levels, which can be configured and applied to all competency units.
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Follow a set of rules and regulations to protect organizations from risks.
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A user responsible for reviewing documents according to the set review periods.
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A senior leader responsible for promoting a process improvement culture in the organisation, communicating process vision on behalf of senior management and empowering Process Champions to deliver that vision.
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Version of the process (or process steps) that can be executed by a person, a bot, or an API driven workflow. What might be captured by process/task mining.
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A user who edits the process and performs day-to-day process management on behalf of the Global Process Owner. This role requires detailed understanding of the process.
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A user who has an overall responsibility for ensuring the variation of a business process is operating efficiently and is continuously improving.
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A leadership structure – the people responsible for ensuring everything needed for process improvement is put in place.
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A directory of users and an authentication mechanism.
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A user who can configure Nintex Process Manager, co-ordinate other roles and manage roll-out for the Improvements Add-on.
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Improvement Portfolios are used to group incidents together. Each is managed by a single Incident Portfolio Manager.
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A user responsible for assigning incidents for investigation, approving action plans and closing incidents for a portfolio.
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Users who can Assign, Investigate, Approve, Action or Close incidents.
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The Improvements Module enables you to report and manage incidents.
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Term used in the Nintex Process Manager help documentation for Improvements Add-on items. A Promaster can update this term from the Admin > Improvements > Other Configurations > Default improvement item label setting. For example: An unplanned interruption, reduction in quality, process improvements or customer complaint.
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A user who reviews completed actions to ensure they have rectified the issue, reviews and closes an incident once all actions are completed, and candecline if additional work is deemed necessary.
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A user who completes the allocated actions, logs notes in Nintex Process Manager, and submits when actions are completed.
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A user who approves the action plan when satisfied with it. Action Owners are notified via dashboard.
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A user who evaluates the nature of the incident, determines a priority (low, medium, high), and assigns to an Incident Owner for investigation.
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A user permitted to edit incident details but not progress an incident through the workflow.
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A user who investigates the incident background,records findings in Nintex Process Manager, determines actions required, and assigns actions to Action Owners.
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A user who determines that an incident has occurred, chooses the relevant portfolio in Nintex Process Manager and completes the applicable incident form.
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The rating of the risk before any treatments have been applied.
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Process instances are when a process is executed manually, in an automated solution, or as a hybrid of the two. It is useful to recognize and distinguish manual process/activities/tasks from automated instances. Task and process mining solutions help identify process execution in general (independent of automation), and in some cases can be used to monitor execution (in addition to being used for discovery). Process definition is the abstract definition, while process instances are what are executed.
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A driving and coordinating force for process improvement across the organisation. Ideally a dedicated resource. They set process standards and expectations and use their expertise to support Process Group Champions.
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Microsoft’s cloud-based identity and access management service, which helps your employees sign in and access resources in: External resources, such as Microsoft Office 365, the portal, and other SaaS applications. Internal resources, such as apps on your corporate network and intranet, along with any cloud apps developed by your own organisation.
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A permalink to a Nintex Process Manager process or document which allows anonymous users to access processes, documents or process groups.
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Related to BPMN. More detailed, showing all the steps in the process, including the exception paths. Enables analysis of process performance and simulation. Enables creation of detailed requirements for an IT (Information Technology) implementation.
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A cloud-based platform where you can design workflows to automate simple to complex processes using drag-and-drop interactions, without writing any code.
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Creates and supervises the onboarding plans for new starters, often a manager or team leader, sets timeframes for training to be completed, and signs-off to confirm staff onboarding is completed.
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An onboarding plan is an outline of the training a new staff member needs to do to be inducted into the organisation and their specific role.
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A collection of simple formats for the sharing of search results.
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A process which has not been reviewed by the scheduled date or updated within the set cycle if review dates are not specified.
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The main user responsible for the maintenance and improvement of all processes within their area.
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What Process Manager does today. High-level, easy to communicate across the organization, linked with a methodology for how to do it. Requires understanding of fundamental concepts such as pools, lanes, tasks, sub-processes, and sequence flows, but not the complexities of BPMN's various flow control and event patterns.
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The business process that holds a series of activities and tasks that turn a given set of inputs into outputs. This can be visualized in several ways, including a map, model, or written procedure document, and collectively a process comprises all the activities, tasks, inputs, outputs, triggers, and related assets.
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A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level.
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Any related digital artifact that is associated with a process. This could include images, documents, discovery outputs, or linked automations.
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Automatically generated checklist of steps created from the process procedure. Checklists are used to ensure each step in a process is completed and accounted for. A checklist is a list of activities in a process that can be tracked and marked as completed to provide more compliance control for optimal process management.
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A user who can edit a process, including Promasters, Business Analysts, Process Experts, Process Owners and Process Editors assigned at a process group level.
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A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process.
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Process groups are a collection of processes that share a common theme or objective. Process groups enable you to organize and manage your processes, arranging them in helpful categories and controlling who has access to them.
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A user responsible for the maintenance and improvement of all processes within their area.
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While all processes have inputs and outputs, not all processes are directly made up of activities that need to be executed by a user or system. Many processes are made up of linked or sub-processes that connect to form a larger Value Chain. For example, when looking at the ‘Go to Market’ process/value chain, this might be broken down into several process levels Example: Level 1: Customer Lifecycle Level 2: Customer Acquisition Level 3: Lead Acquisition Level 4: Trial Form Updates …. Level 3: Lead Management Level 3: Lead Conversion Level 2: Customer Management Level 2: Customer Expansion Level 2: Customer Renewal
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A process model is the detailed representation of business processes or workflows that can contain the context of business operations. Process model standards are dictated by the BPMN (Business Process Modeling Notation) Specification, an industry standard graphical notation for process modeling. This standardization means that teams across industries can understand any process model, which makes it easy for all stakeholders to examine and discuss the models when carrying out process improvement activities.
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A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed.
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The written instructions outlining the activities and tasks in the process that is directly tied to the process map.
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The procedure map is a visual representation of a business process that is designed to be easily understood by any user in the business. Automatically generated from the written process procedure document, the procedure map provides a clear, high-level overview of the activities needed to complete a given business process.
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A user responsible for publishing after a process has been approved. If no publishers are named for a group, then once the final approval is obtained, the process will automatically publish.
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A statement that must be adhered to or step in a process that provides assurance that a Risk will be prevented or detected. This may also be referred as a "control."
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Many documented processes will have variations based on changes to the business context. For example, a standard order fulfillment process may have a documented variation for another region of the business or for customers that exceed 10,000 employees.
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A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site.
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The process of creating, updating and deleting user accounts in multiple applications and systems.
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Additional users responsible for the maintenance and improvement of all processes within their area. They have the same editing rights as the Primary Process Group Champion.
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The effectiveness of treatments applied to a risk are rated and multiplied by the inherent risk score to calculate the residual risk score.
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A task which is a part of the job for an individual role or a team role, for example: Purchase Order Approver or HR team.
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Classifications are used to further categorize risk and compliance items. Within each classification, you can be more specific and add an unlimited amount of options.
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A user who can view and edit risk details.
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Manage and protect organizations from risks that could lead to non-compliance.
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A user who is responsible for managing risk portfolios. Risk Managers can view, edit and also receives escalation notifications when a risk sign-off is overdue or flagged as non-compliant.
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A user who owns and manages risks that have been assigned to them by Risk Portfolio Manager.
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Categories of common risk or compliance items.
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A user who can create and edit risks and treatments within their designated portfolio.
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A user responsible for assigning incidents for investigations, approving actions plans, and closing risk and compliance items for a portfolio.
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A user who can view the portfolio's risks but cannot edit any details.
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Displays risks identified by your organization and information about each risk, such as its owner, the portfolios and classifications it belongs to, and its risk scores.
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Risks Administrators will be able to configure the Scoring Schemes from the Admin menu in Nintex Promapp. There are three settings: Basic, Calculated Residual (default), and Manual Residual.
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The processes, policies, or actions added to risk items to reduce the likelihood and negative impact of the risk occurring.
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A user who can view risk items for a portfolio but cannot make any changes.
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A job title, for example: HR Manager.
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An open standard for exchanging identity authentication data between an identity provider and an application or service provider such as Nintex Promapp.
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The System for Cross-domain Identity Management (SCIM) specification is designed to make managing user identities in cloud-based applications and services easier.
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A unique token issued for your Nintex Promapp site used to authenticate and check validity for user provisioning actions.
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Enables users to access multiple applications using one set of credentials.
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Users who are not directly involved in the process, but are involved in processes affected by changes to your process.
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Systems are different applications or infrastructure that are used across the business. The System page records the details your users need to know to help identify which different systems are associated with any common acronyms or names your team uses for them, and which processes they are related to / are used in.
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A specific step in an activity for a process. Tasks are sub-steps that must be followed to complete an activity.
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Todo notifications are generated whenever you enter @todo in a process. These act as a reminder that some component of your documentation is missing or incomplete and needs to be completed before the process can be published for consumption by others.
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Any user who undertakes a training unit, competency unit or onboarding, responsible for completing training as scheduled and to record completion if "self sign-off" is required.
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Configures and coordinates the use of the Training Add-on, selects who will be training or competency owners, provides support and guidance for other roles, and acts as the primary point-of-contact for technical questions.
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A flexible set of items a person needs to read, review and/or complete to be considered trained in a topic. A training unit typically covers a particular topic.
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Owns the training materials and content, sets requirements, schedules trainees, and assigns a training supervisor for each scheduled session.
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Conducts the training or coordinates staff that need to complete the training, often a manager or team leader, and may be required to sign-off on the completion of training if "supervisor sign-off" has been selected.
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A user who edits the process variation and performs day-to-day process management on behalf of the Global Process Owner. This role requires detailed understanding of the variation.
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The total elapsed time between steps or the total time a process step actually takes to complete i.e. the total time from the current step starting to when the next step starts.
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A no-code/low-code solution that is used to automate parts of a given process or the entire process end-to-end.
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The user who designed the workflow, or the point of contact for information about the workflow
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