Inviting process stakeholders to comment on a diagram

Inviting process stakeholders to review a diagram and comment on is one of the most powerful tools in collaborative process design. This functionality allows you to get a larger number of contributors involved. They do not need to be modeling experts to work with you in the 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 the Signavio software. A special feature about Signavio’s comment-functionality is that the commentators do not need to be registered users in your workspace. You can invite anybody to comment on your diagrams by email.

Important

Be careful with granting commenting access. The web links sent to the invitee(s) by email that are needed for diagram access can be forwarded by the recipients, for example in case of automatic forwarding due to the recipients absence.

  • (optional) Select one or multiple diagrams in the Explorer.

  • Click Share, then Invite anyone for feedback in the top drop-down menu.

    Invite collaborators via the 'Share' menu in the Toolbar.

    Invite collaborators via the ‘Share’ menu in the Toolbar.

  • The dialog that allows you to invite commentators opens.

    Invite a person to comment.

    Invite a person to comment.

If you didn’t select a diagram in step one, you will reach the selection page first. Select one or multiple diagrams. You can go back to this page any time by clicking Choose diagrams.

Select the diagrams you want the person to comment on.

Select the diagrams you want the person to comment on.

  • Type in the email addresses of all colleagues you want to invite (separated by commas, semicolons or line breaks)
  • (optional) Create a simplified view for you colleagues - the next paragraph Simplified views on diagrams contains more information on this topic.
Activate this option to select stakeholder-specific views for the comment invitations.

Activate this option to select stakeholder-specific views for the comment invitations.

Hint

If you selected more than one diagram, this option will not be available.

  • Tick the box Send a copy to me if you want to receive a copy of the invitation email.
  • Customize the invitation message.
  • Click Send and the invitation emails will be sent out, containing a web link that will take your colleagues to the commenting mode in the Signavio software.

The stakeholders will now receive an email with a link. They only need to follow this link in their web browser to get to the Collaboration Hub to be able to see and comment on the corresponding diagram. The link works as a key to the Collaboration Hub.

Simplified views on diagrams

When inviting a colleague to comment on a diagram, it is possible to create simplified views. Especially when the colleague you invited is not a modeling expert, simplified views can ease reading a diagram. Also, irrelevant information can be hidden to clear up the relevant part of the process.

As described above, simplified views can be created while inviting colleagues to comment on a diagram (step 5 of the last topic). Click Selection of a simplified view or check the box in front of it. The Selection of a simplified view dialog opens:

This dialog allows selecting an existing view as well as creating a new one for the comment invitation.

This dialog allows selecting an existing view as well as creating a new one for the comment invitation.

You can now choose a view that was created previously. Click the currently selected view and choose one:

Select an existing stakeholder-specific view.

Select an existing stakeholder-specific view.

Click Choose view to return to the Invite to comment dialog.

Hint

If there were no additional views created for the diagram before, this dialog will be skipped. Instead, you will instantly see the Create simplified view dialog, which will be described next.

There also is a possibility to create new views while inviting to comment on a diagram. Switch the tab Create simplified view:

If no existing view suits the requirements, create a new one.

If no existing view suits the requirements, create a new one.

Choose the element types to be hidden from the diagram: role assignments, IT-systems, data objects or comments. As soon as an element type gets chosen or dismissed, the preview refreshes.

After choosing the appropriate view, click OK

Save the options chosen for the new view.

Save the options chosen for the new view.

Withdrawing commenting rights

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

  • Click Share - Manage feedback invitations in the top drop-down menu.

    Open the 'Manage feedback invitations' dialog in the Explorer.

    Open the ‘Manage feedback invitations’ dialog in the Explorer.

    The ‘Manage feedback invitations’ dialog opens.

  • All email addresses an invitation email has been sent to are listed. If you want to remove commenting rights for a particular person, click Remove next to the corresponding email address.

    Check whether read access has been granted.

    Check whether read access has been granted.

If you are an administrator, you can also manage invitations to comment in the Security center.

  • Click Setup then Manage users & access rights in the top drop-down menu at the right.
Manage users & access rights

Manage users & access rights

  • The settings open. Click the tab Access Rights.
  • The invitations can be found at Additional access rights at the bottom of the dialog.
  • Select a diagram on the left. Click Remove next to the email address whose access you want to revoke.
  • You can leave the dialog only by clicking the X button at the top right of the Manage users & access rights window, the changes you made will be saved.
Remove commenting rights in the 'Access rights' tab.

Remove commenting rights in the ‘Access rights’ tab.