Process Studio Team
Several minds.
At the same time.
Several people edit the same BPMN diagram at the same time. The colour shows you who is working on what – not the version that turns up in your inbox at the end of the day.
Live from the editor
This is what it looks like.
On the left, one person is working in the model; on the right, the other joins: knock, be let in, see who is working on what, change things together, leave.
Live recording from TAOM Process Studio with sample data (German interface) · 1:40, loops
At the same time, in different places
Two cities. One diagram.
Nine in the morning in New York is three in the afternoon in Zurich. Both are at their desks, both in the same diagram – nobody hands anything over, nobody waits for the next morning.
What is different here
Three things happening at once.
No sequence, no steps – that is the point. It all happens at the same time, in the same diagram.
See who is there
Everyone has a colour. It sits on the element they are editing and appears as their initials in the toolbar. One glance tells you where someone is.
Knock instead of barging in
Anyone who opens a model in which someone is already working knocks first. The person in the diagram says “Come in” or “Later”. Nobody turns up unannounced in a model someone is still thinking about.
Nobody overwrites anyone else
The element someone is editing is locked for the others – with a name: “Andrea is editing this element right now.” The step window then opens for viewing only. What the others save arrives without reloading and is merged with your own work.
Leaving means really gone
“Leave” or “Close model” releases presence and locks immediately – the others no longer see the initials. Anyone who wants to come back knocks again.
Team chat in the model
Agree on something quickly without leaving the model: anyone in the same model writes to the others directly in the editor. The chat applies only to the current session – nothing is saved or logged. Switch it on in the settings.
Coordinating in the model
Talk where the work happens.
The initials on the step show what someone is working on; the team chat at the bottom left says what they intend to do. Both in the same window – without a second program alongside.
Live recording from TAOM Process Studio with sample data (German interface)
Two people, one diagram
So that you are talking about the same thing.
Modelling together rarely fails because of the model. It fails because two people are looking at different places and do not notice.
Search: look where the other person is looking
“Take a look at the approval step” – type the word, press Enter, the hit is highlighted. The search covers the label, the description, the TAOM identifier and ERP functions. With fifty steps across six lanes, that is the difference between pointing and scrolling.
Full screen: room for the whole process
One click and the canvas takes over the whole page – without the website header; symbols and attributes stay at hand. Made for shared screens and the projector in the meeting room, where every centimetre counts. Esc brings everything back.
Search belongs to the Webuser Pro tier; full screen is available on every tier. What exactly is included where is shown in the feature matrix.
Honestly
What does not happen here.
Most of the time spent modelling together does not go into the modelling itself, but into everything around it. That is exactly what disappears.
- No file by email, no “final_v3_commented.bpmn”.
- No merging by hand: the others’ changes arrive without reloading and are merged when you save. Only if two people have changed the same element does the editor ask.
- No question about which version is the current one.
- No waiting until someone else is finished and releases the file.
- No guessing who made a change – origin and history are held in the file itself.
- No other companies’ diagrams in the list: tenants are separated, including the documents.
Not built yet: comments on shapes. More on how the roles work together on the page TAOM collaboration.
Across company boundaries
Guest access: invited into individual models.
A partner, a service provider or another site with its own licence package works with you – as a guest, in exactly the models you invite them to.
Only the shared models
The guest sees only the models they have been invited to. They can edit them – but cannot delete them.
Own licence, own company
The guest stays in their own organisation – with their own licence, their own seats and their own models. Both sides need the team add-on licence.
Invited, accepted, ended
You see whom you have invited and who has accepted; one click ends the access. Colleagues without their own licence are brought into the team by whoever bought the licence, via the customer account.
Start screen, section “Working together” – live recording with sample data (German interface)
When several people look inside
Together does not mean open to everyone.
Collaboration stops at the company boundary. That is not a setting somebody can forget – it is the foundation the list is built on. What the belonging rests on and how it is checked is described in the Trust Center; the administrator decides up to which classification guests may join – see Information protection; what the team licence covers is on prices and packages.
Separated by tenant
A company’s workspaces stay among themselves. Anyone outside sees them neither in the list nor through the identifier – and neither the documents attached to the elements. Exception: you explicitly invite someone to a model as a guest.
Deleting stays with the owner
Colleagues may open and edit. Only the owner may remove a workspace for good – and administrators.
Traceable in the file
Origin, workspace and change history are held in the BPMN file itself, not in a database beside it. Years later it is still clear where a model came from.
Frequently asked questions
Answered briefly.
- Can several people work on one BPMN diagram at the same time?
- Yes. Everyone opens the same workspace. Who is working on which element is shown by their colour and initials. Anyone who opens a model in which someone is already working knocks and joins after “Come in”. The element someone is editing is locked for the others – with a name.
- Do changes have to be merged afterwards?
- Not by hand. There is only one model. What the others save arrives without reloading; your own unsaved work is kept and merged when you save. Only if two people have changed the same element does the editor ask which version applies.
- What happens when I close the model?
- With “Leave” or “Close model” you are signed off at once: your initials disappear for the others and your locks are released. Anyone who wants to come back knocks again.
- How do you find a particular element in a large diagram?
- With the search in the toolbar. It covers the label, the description, the TAOM identifier and ERP functions; Enter jumps from hit to hit. If someone on the phone says “take a look at the approval step”, you type the word instead of scrolling. Search belongs to the Webuser Pro tier.
- Can one customer see another customer’s diagrams?
- No. Workspaces are separated by tenant. Anyone from a different company sees neither the diagrams in the list nor through the identifier. The same applies to the documents attached to elements. The exception is guest access: you explicitly invite a person from another company to individual models.
- Can we work with another company or another site?
- Yes, through guest access. You invite the person by email to individual models; they see only those models. Both sides need their own licence with the team add-on licence. The guest’s licence and models remain unchanged.
- Is there a chat in the model?
- Yes. The team chat can be switched on in the settings and applies only to the current session in the same model. Messages are neither saved nor logged; whoever leaves the model has an empty chat.
- Do I have to save for the others to see my changes?
- Yes. The others see presence, selection and chat immediately; changes to the model reach them as soon as you save – without them having to reload.
- What does Process Studio Team cost and what is required?
- Team is included in Process Studio Modeller. For Webuser and Webuser Pro, the seat-based team add-on licence is added. The team window is visible on every tier; without a licence it shows example data together with a note. Prices are listed under Prices and packages.
Try it before you buy.
The team window is built into every edition of Process Studio. Without a licence it shows an example – so you can see how it looks before you decide.
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