Overview - Preparing your Process Manager workspace

This article guides you through the configuration settings of your Signavio Process Manager workspace. Because some configuration and access rights management settings depend on each other, we recommend you follow the steps in this tutorial in the provided order. To obtain detailed information on a configuration set, open the corresponding links.

  1. Configure general settings

    First, open the general configuration. There, you can configure the name of your workspace and the workspace owning organization, as well as currency and subscription settings. Moreover, you can (de)activate a set of links to help and training resources, or add links to custom webpages.

  2. Configure language settings

    If your organization wants to manage contents in multiple languages, you need to configure these languages in your workspace settings. To avoid unnecessary confusion, we recommend to only configure your workspace for multiple languages if you are sure you will actually use them. When activating multiple languages for your workspace, you also need to set a default language, which determines, for example, the content that is displayed to a modeler who opens a diagram in the editor. Choose this language wisely to make the life of your users easier. In most international organizations, the default language should be English.

  3. Configure notation/attributes

    You can configure all modeling notations you plan to use to optimally fit your organization’s needs. To control complexity in your diagrams, you can create element subsets. In our blog post Making Your Stakeholders’ Lives Easier with BPMN Subsets you can learn more about how element subsets help facilitate communication about your process landscape. For each notation element type, you can configure custom attributes that allow you to add additional information to elements of the corresponding type. For example, you might want to add an attribute to the BPMN lane element that points to a description of the role or IT system the lane represents.

  4. Configure dictionary settings

    The The Dictionary allows you to centrally manage definitions for objects like documents and IT systems to reuse them throughout your process landscape. You can create your own dictionary categories that help you structure the dictionary entries according to your wishes and configure custom attributes for dictionary categories. To learn more about the Dictionary, also consider our blog post Using the Signavio Dictionary to facilitate consistency and reusability of object definitions.

  5. Configure modeling guidelines

    Signavio Process Manager can check automatically if your process and decision diagrams follow specific modeling conventions. You can configure these conventions to fit your organization’s requirements, as described at Managing modeling conventions. To learn more about how modeling conventions help you improve your diagrams read our blog post Improving Process Models with Modeling Conventions.

  6. Configure attribute visualization

    The attribute visualization feature allows you to highlight attributes to which specific rules apply, for example tasks that exceed an execution cost limit. As a workspace administrator, you can configure custom attribute visualization rules. To learn more about the benefits of attribute visualization, read our blog post Visualizing Business process KPIs.

  7. Collaboration Hub configuration

    The Collaboration Hub provides an intuitive interface for users to view and comment on diagrams. You can configure Collaboration Hub to adjust its layout to your requirements and select which attributes and visualization layers should be available.

  8. Configure process documentation templates

    With process documentation reports you can generate a comprehensive overview of your process landscape as a PDF document, for example to provide documentation to external stakeholders like auditors. You can create templates for these reports to specify what information you want to include and how to present it.

  9. Configure approval workflows

    If you are using Signavio Process Manager together with Signavio Workflow Accelerator, you can configure approval workflows to ensure diagrams have been reviewed by the right people before they are published in Collaboration Hub or made available to specific stakeholders or systems like workflow engines.


    If you use approval workflows to publish diagrams in Collaboration Hub, ensure you revoke the publishing rights of your users to prevent they publish unapproved diagrams.

  10. Configure security settings

    You can adjust the workspace’s security settings to set up an IP address whitelist and configure password policies.

  11. Configure access rights

    Before you roll out Signavio Process Manager to your users, you need to create and implement a concept for user and access rights management. Hereby, consider the following:

    • There are two types of users, modeling users and Collaboration Hub users.

    • By default, every modeling user has access to all documents in the Share documents folder. To restrict access rights of users, you can assign them to a user group with limited access permissions already when you invite them to join your Process Manager workspace. To restrict access rights based on organizational roles, we recommend setting up a folder structure that reflects the different access rights variations. Then, create user groups with access rights that are tailored to your organizational requirements.

    • Collaboration Hub users only have access to diagrams that have been explicitly published in Collaboration Hub. The way you can manage access rights for Collaboration Hub users on a more granular level depends on your usage scenario:

      • If the users authenticate via an Active Directory- or SAML-based mechanism, you can manage access rights of Collaboration Hub users based on their Active Directory user groups or names, respectively their SAML identities.
      • If you roll out an authentication certificate to your Collaboration Hub users, all users will have access to all published diagrams.

      Read more about the different ways to manage access to Collaboration Hub at Configuring access to Collaboration Hub.