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Process Step Types

Process step types help define and manage how each step in a process is visually and functionally represented in the system. These definitions contribute to standardizing workflows and ensuring clarity in process modeling.

Step type definitions enhance the clarity, control, and consistency of process management by standardizing step behavior and appearance.

The Role of Step Types in Process Management​

Process step types play a key role in defining how each part of a process behaves and is displayed. Here are some core purposes:

  • Visual Standardization: Each type defines the appearance of a step in the visual model.
  • Behavior Configuration: Types can restrict size adjustments or process references.
  • Authorization: Access to view, edit, or delete step types is role-based.
  • Traceability: Usage and change history of step types is trackable.
  • User Experience: Predefined visuals and icons support easy identification.

Defining step types improves not just visuals, but also enforces structured process development.

Process Step Type Management​

Step types can be created and updated using the system's step type interface.

Step Type Listing Page​

This page lists all available step types grouped under Process Types and Process Step Types.

Key Features​

  • View: Users can browse existing types.
  • Create: A "New Step Type" button appears for authorized users.
  • Edit: Existing types can be updated via row actions.
  • Delete: Types not in use can be deleted; if used, the system lists where.

Step Type Definition Fields​

General Information​

  • Name: Required, max 255 characters. Must be unique.
  • Type: Choose between Process and Process Step.
  • Fixed Size: Checkbox (only available if type is Process Step).
  • Cannot Reference Another Process: Checkbox (only available for Process Step).
  • BPMN Type: Dropdown; selects from predefined BPMN types (see Appendix 1).
  • Description: Free-text explanation (max 4000 characters). Used by AI-based visual modeling.
  • Background Color: Color picker for visual model shape.
  • Font Settings: Opens modal to select:
    • Font type
    • Font size
    • Font color
    • Bold, Italic, Underline options
  • Border Settings: Opens modal to define:
    • Color
    • Thickness
    • Line style (Appendix 2)
    • Optional fill/empty settings for custom styles
  • Dimensions: Default width and height (default = 100 each)
  • Performer Display: Position (X/Y) and font style for assigned user field

Step Type Visualization​

Choose from 338 system-defined visuals, configure icon positions and sizes around the shape.

Tabs for Evaluation​

  • Related Features: Select which detail tabs are shown based on step type (Appendix 3).

Authorization and Access Control​

Step type actions are permission-based.

Roles​

  • Create: Allows adding new step types
  • Edit: Allows modifying existing types
  • Delete: Only allowed if type is not in use
  • View: View listing and detail screens

Warnings and Error Messages​

  • Duplicate Name Warning: Step type names must be unique.
  • Missing Field Warning: Required fields must be completed.
  • Insufficient Permission: Access denied if user role lacks necessary rights.
  • Step Type In Use: Cannot delete a type already assigned to a process or step.

User Tips and Best Practices​

1. Use Clear Names​

Step types should reflect their role or meaning clearly. Tips:

  • Avoid generic names.
  • Include role or function in the name.

2. Review Step Types Regularly​

Regular cleanup ensures an efficient and relevant list. Tips:

  • Deactivate unused types instead of deleting them.
  • Review default settings for accuracy.

3. Understand Visualization Options​

Take full advantage of font, border, and icon settings. Tips:

  • Use color schemes aligned with process types.
  • Use icons consistently for recognition.

Frequently Asked Questions​

Can a step type be reused in multiple processes?​

Yes, as long as it suits the design and is not marked as process-restricted.

Can I change the appearance after creating a step type?​

Yes. Font, color, and icon options are editable later.

What happens to a deactivated step type?​

It becomes unavailable in new definitions but remains for existing steps.

Appendix 1: BPMN Type Values​

None, Start, Message, MessageEnd, ..., TaskCompensation

Appendix 2: Border Styles​

  • Solid
  • Dash
  • Dot
  • DashDot
  • DashDotDot
  • DashDotDashDot
  • Custom (Fill / Empty values: 0–3)

If Type is Process:​

  • Assigned Units
  • Indicators
  • Documents
  • Resources
  • Risks
  • Controls
  • Opportunities
  • Related Groups
  • Responsibilities
  • Competencies
  • Inputs / Outputs
  • Customers
  • Suppliers
  • Standards
  • Authority Matrix
  • Approval Process
  • Regulations
  • Process History
  • Workplaces
  • TDA
  • Findings
  • Actions
  • CAPA
  • Digital Transformation
  • Business Impact
  • Maturity Assessment
  • Waste

If Type is Process Step:​

  • Indicators
  • Documents
  • Resources
  • Risks
  • Controls
  • Opportunities
  • Related Groups
  • Responsibilities
  • Competencies
  • Inputs / Outputs
  • Customers
  • Suppliers
  • Standards
  • Regulations
  • Workplaces
  • TDA
  • Findings
  • Actions
  • CAPA
  • Waste

This manual is intended for users managing step types in the QDMS BPM module.