Inviting stakeholders to comment on a diagram

One of the most powerful features in collaborative process design is inviting process stakeholders to review and comment on diagrams. This functionality allows you to get a large number of contributors involved. They do not need to be modeling experts to work with you in SAP Signavio Process Collaboration Hub.

This way, you can invite people who have a deep understanding of the business process and can contribute to proper process documentation and process innovation without having to be familiar with SAP Signavio software.

A special feature of the commenting function is that the commentators do not need to be registered users in your workspace. You can invite anybody via email to comment on your diagrams.

This section describes how you can invite colleagues who are not users of SAP Signavio Process Manager to comment on diagrams. To take advantage of SAP Signavio Process Manager in the long term, however we recommend that you use reading and commenting access rights in SAP Signavio Process Collaboration Hub.

Inviting collaborators in the editor to comment

This feature is available with the Hub and Suite license.

When you invite collaborators in the editor, the invited collaborator can view the unpublished diagram in SAP Signavio Process Collaboration Hub preview and add comments.

If the collaborator has an account with a modeling license, the collaborator can also edit the diagram in the editor and QuickModel.

Invited collaborators with no account have to create an account first.

To invite stakeholders in the editor, follow these steps:

  1. Open the diagram you want to share.

  2. In the editor header, click Share.

    The dialog Share for feedback opens.

  3. Enter the email addresses of the stakeholders you want to invite. Optionally, add a note to your invitation.

  4. Click Send.

    An email invitation with a diagram link is sent.

Remove collaborators

You can remove collaborators from the diagram. After removing access, collaborators can no longer view the diagram and add comments.

  1. Open the diagram you want to share.

  2. In the editor header, click Share.

    The dialog Share for feedback opens.

  3. Click the email address of the collaborator you want to remove and click .

  4. Click Done.

Inviting new stakeholders via email

To send an invitation email, follow these steps:

  1. In the explorer, select the diagram or the diagrams you want to share.

  2. Click Share > Invite anyone for feedback.

    The dialog for sending the invitation opens.

  3. To change your diagram selection or to add additional diagrams, click Choose diagrams.

  4. Confirm your selection with Next.

  5. Under Email addresses, paste the email addresses.

    Multiple entries are separated by commas, semicolons, or line breaks.

  6. To receive a copy of the invitation email, activate Send a copy to me.

  7. If you have selected only one diagram, you can create a simplified view of the diagram. To do so, activate Selection of a simplified view.

    If you have selected multiple diagrams, this option is not available.

    Read more in section Simplified views on diagrams.

  8. Under Message, you can customize the invitation message.

  9. Click Send.

    Invitation emails with a web link are sent. The link opens the diagrams in SAP Signavio Process Collaboration Hub. Stakeholders can view and comment on the diagrams.

Hint on links in invitation emails

If single sign-on is enabled but not enforced in your workspace, invitations emails contain 2 web links:

  • Access using single sign-on (requires a company email account)

    The following applies:

    • Users who are logged in to their company system are directly directed to SAP Signavio Process Collaboration Hub.

    • Logged out users need to enter their company credentials to log in.

    • New users need to register with their company email and get a SAP Signavio account.

  • Access as a guest (you will be asked to register with your name and email address)

    The following applies:

    • Users with a guest account log in with their guest account credentials.

    • New users need to register.

Single sign-on is configured by your workspace administrator, read more in section Single sign-on using SAML.

Simplified views on diagrams

When inviting a colleague to comment on a diagram, it is possible to create simplified views.

Simplified views can ease reading a diagram, especially if the colleague you invited is not a modeling expert. You can also hide irrelevant information to make viewing diagrams easier.

Creating while inviting

As described above, simplified views can be created while inviting colleagues to comment on a diagram.

Follow these steps:

  1. Click Selection of a simplified view or check the box in front of it.

    The Selection of a simplified view dialog opens.

  2. In the Create simplified view tab, you can simplify the diagram view by hiding element types.

    As soon as an element type gets chosen or dismissed, the preview refreshes.

  3. If you have created your desired view, click on OK to return to the Invite anyone for feedbackdialog.

  4. Follow the steps to invite to comment as described above.

Creating a stakeholder-specific view

You can create simplified diagram views in the editor before you invite stakeholders to comment.

  1. Open the diagram in the editor.

  2. In the attribute panel, click Create new view under Views.

    The dialog View configuration opens.

  3. If no views have been created for this diagram, you can configure a simplified view by selecting which element types you'd like to be hidden.

    As soon as an element type gets chosen or dismissed, the preview refreshes.

  4. Specify a name for the simplified view and if you want, a description.

  5. If there are already existing simplified views for this diagram, choose one from the drop-down menu.

  6. Click OK.

Withdrawing commenting rights

Use the Manage access rights dialog to view the collaborators that were invited to comment on a diagram.

  1. Click Share then Manage feedback invitations in the menu bar.

    The Manage feedback invitations dialog opens.

    All email addresses that have received an email invitation are listed.

  2. If you want to remove commenting rights for a particular person, click Remove next to the corresponding email address.

    A confirmation dialog opens.

  3. Click Yes to confirm the deletion.

  4. If you are an administrator, you can also manage invitations to comment in the Security center. To do so, click Setup > Manage access rights in the menu bar.

    The settings dialog opens.

  5. Click the Access Rights tab.

    You find the invitations under Additional access rights.

  6. Select a diagram on the left and click Remove next to the email address whose access rights you want to revoke.

Read more on security settings in section Manage users and access rights.