🛠 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.

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. Remove unnecessary Kanban stages

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 planning 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.

4️⃣ Workbench Views

Overview

The Workbench 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.

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:

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 checkboxes you can configure if you want to see subfolder content or not, sort the cards per deadline or show only tasks assigned to you.
3. You can show cards of the same Checklists in different workspaces (with the same Kanban) all together on one view. It will reveal an additional badge on the cards with the Workspace name if it is different than the current one.
4. Filter by identifier, name, or assigned person.
5. Reveal risk details on each card if risk readings have been done
6. Show archived documents.
7. Switch checklists without leaving view.

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

Table View

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

You can:

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

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

• [x] Created a checklist document
• [x] Linked it to a Kanban
• [ ] Added documents into Workbench planning
• [ ] Configured dependencies and reminders
• [ ] Verified charts & Kanban views for progress tracking

Updated on: 02/09/2025