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Process Management

🛠 Process Management (Workbench)

"From process to progress"
Align day-to-day work with structured processes for efficiency and compliance.


The Workbench helps you manage processes and tasks in real-time, ensuring that workflows reflect what’s actually happening in your organization.



1️⃣ Checklists


Checklists are a special document type that group tasks or documents belonging to a process. Examples include:

  • Non-conformities
  • Risks
  • GDPR-related tasks


By default, checklists use a simple todo / doing / done Kanban board, but you can also assign a custom Kanban if needed. You can create a checklist from the Tasks/Workbench view as shown in the image below.


📌 Tip: Move checklists into a dedicated “Checklists” folder for better organization, or link them to multiple folders using the Move/Link option.


⚠ Attention: Checklists are only visible to users with read access to the folder containing them.



2️⃣ Kanban

The default Kanban is called General tasks and includes three stages: todo, doing, done. For more complex processes, you can define your own stages.


Example Configurations

  • Employee lifecycle → Recruitment, onboarding, training, role change, offboarding, terminated
  • Non-conformities → Open, assessed, in progress, resolved
  • Incident management → Todo, assess, respond, review & learn, resolved
  • Supplier lifecycle → Pre-contract, live, in renewal, decommissioned, ended


You can create a kanban from the Tasks/Workbench views as shown in the image below

When creating a custom Kanban, you can configure:

  1. Kanban name – linked to the checklist.
  2. Stage names – define workflow steps.
  3. Stage colors – used to represent the corresponding stage.
  4. Stage icons – used to represent the corresponding stage.
  5. Remaining work values – value between 0 and 5, useful for visualizing progress.
  6. Add additional Kanban stages as needed.
  7. Reorder or remove unnecessary Kanban stages


📌 Kanbans can also be configured in Workspace Settings. Copying a checklist to another workspace will copy its Kanban too.



3️⃣ Workflow & Planning

Any document can be added to the Workbench for process management. Use either the Planning tab or the Add to workflow button.


Planning options include:

  1. Open the Process tab
  2. Add to Workbench – add the document to the task management menu.
  3. Select checklist – group tasks under a process.
  4. Set Kanban stage – current document status.
  5. Assign users – allocate responsibilities to specific users.
  6. Timeline view – Show this task on the timeline. Activating this will show the options below.
  7. Planning dates – define the start date and the deadline.
  8. Track progress – enable progression tracking (optional). Activating this will show the options below.
  9. Add dependencies – link related documents.
  10. Reminders – up to three deadline reminders.


📌 Tip: In folder views, bold filenames indicate that the document is part of a checklist.



4️⃣ Workbench Views


Overview

The Process Kanban menu shows all checklists you can access. Selecting one opens its Kanban view.



📌 Workbench only shows documents in the current folder and subfolders. Selecting Inbox will show everything.


Notice that there is a small configuration button in the top right. By clicking on it, you will be redirected to the specific checklist document in your folder structure where you can modify the folder permissions to define who can see the checklists


Charts

Click Show charts to view workspace-wide progress across checklists and Kanban stages.


This will show all the checklists with the amount of tasks in each stage in a pie chart view:




ℹ️ Info: Charts display the whole workspace’s progress, not folder-specific results.



Kanban View

The Kanban view, which you can open by selecting a checklist, organizes checklist documents by stage.




You can:

  • Drag & drop documents between stages.
  • Double-click cards to open in a popup.
  • Manually reorder cards to prioritize items.


Options

  1. Switch between Kanban and Table view.
  2. Using the filter you can configure what you want to see in the columns and on the cards.
  3. Select the workspaces from which you want to see the tasks (not necessary if you only have one workspace configured).
  4. Sync with your own calendar.
  5. The task.


Card Details



Each card on the Kanban shows:

  1. Document type icon
  2. Document ID & title
  3. Progress %
  4. Assigned users
  5. Deadlines
  6. Start/End dates


⚠ Caution: Workbench is folder-aware — only documents in the current folder (and subfolders) will display. This allows you to quickly sort your tasks by department, product, or service.



Table View

The Table view shows the same checklist data in a spreadsheet-like format.



You can:

  • Switch between Kanban/Table view.
  • Filter tasks by column headers.
  • Configure which columns are visible and will be exported to excel.


📌 Tip: If Excel shows a format error when exporting, let Office auto-fix — it’s caused by special characters in tables.



5️⃣ Best Practices

  • 🗂 Organize checklists in a dedicated folder.
  • 🛠 Use custom Kanbans for complex processes (e.g., supplier lifecycle).
  • 👥 Assign responsibilities clearly in planning.
  • 📊 Use charts to monitor progress at workspace level.
  • ⚡ Leverage reminders & dependencies for better process control.



🎯 Visual Checklist

Updated on: 10/07/2026

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