As Administrator of our system, I am looking for another report: Document searches / views.
It would be quite helpful to understand how frequently people search for ressources, to evaluate people involvment in making the system alive :)

Could the document approval workflow be improved to include a "Change Declined" Status that is only visible to Document Owners, Document Approvers, BA and Promasters?

If a document approver rejects a document, the status of the document remains as "Awaiting Approval". There is currently no way to return the document to it's previous state without replacing it with the existing version.
This means the options we have are either double handling (replace the document with the existing document) or leave the document in the status of "Awaiting Approval" until it's next update (even though the document change has been rejected).

Currently, the update of an existing document in the copied process will overwrite the document in its parent process. User has no idea what is behind the scene thus it will be beneficial to prompt a message before the document in the copied process being updated or replaced.

Is there a report that shows which documents belong to which processes? The purpose of this would be to identify the improvement opportunity due to the number of documents belonging to multiple processes. Currently there is only a document list report which shows number of processes per document, however Promapp is a process mapping tool not a document management system, therefore there should be a report showing the opposite.

Provide an additional field to apply to Promapp reports that track changes made to the owners/experts of processes and documents. Not tracking these changes makes it difficult to provide change of ownership proof to external organisations that approve sensitive processes before publishing.

to diversify the way that documents and processes can be searched. can it be made possible to make them searchable by the reference number? not only in the search bar, but when you need to 'attach existing document to a process? Thanks

we would like to export a csv file of the document tags as a reference point for the document owners to allocate tags consistently.

To adjust the date of the document for review instead of just the frequency. Uploading of the document does not match the footer within the document which removes alignment with ISO.

When linking an existing document can we have functionality added to let us refine our search of those existing links by tags or systems they're associated with? We have many different business units (BU) using Promapp so there are hundreds of documents going into the system. It would be ideal for us to be able to search for documents and refine our search by our business unit tag when we are adding them into our processes.

Display documents in embedded window within Promapp instead of opening as separate documents.

This would allow users to stay in the process and scroll up and down in the document within the activity/task, without losing their place.

You can run a report for process reviews due but not for documents and we would find this very useful.

Ability to separate image approvals from document approvals. We had document approvals switched on, but found our approvers were getting inundated with approval requests for images, which are predominantly screenshots to attach to tasks. It would be handy if you could have document approvals turned on but image approvals turned off.

Documents: force a search of existing Promapp documents before adding a document

There is currently no way (other than rigorous training) to ensure editors check for the existence of a document in Promapp before adding a new document into a process. This results in many duplicated documents.
Proposed solution: Restrict the first step of creating a document to a search of documents in Promapp to verify if the document has already been created in Promapp. Once verified that it does not exist provide the option then to either Upload or Link the new document.

we would like the ability to directly link to a network folder.

Please can you add filter options to the document list report, and a way of excluding images from the list.
Thanks

Each time a document or file is viewed it has to be downloaded to the computer and is stored on the hard drive, usually in a default directory. It would be useful if downloading was an option or at the very least an option to delete the document after it was downloaded and viewed. e.g. if one wants to view a PDF on the web this can be done without having to download the file.

A quick way to mark documents as a favourite would be if you could mark them in the Document tab in the map view.

be able to assign stakeholders or additional people/roles that need notification of particular documents. Instead of having them as document owners or if document not assigned to a process. then when uploading have the ability to add in additional stake holder or have it down at the group/folder set up level to assign stakeholders that are not doc owners or approvers