Administrator

Administrators have access to all configuration settings of BizzMine. In the settings part of BizzMine they will always be able to see all collections, all workspaces, all workspace items and all widgets. Regardless of the fact whether they'd be a manager or not. Administrators and owners also have access to "Extra", "General logs", "Account settings" and "User management".

API Key

When interaction with other computer systems is necessary, you can make use of the API. The API key is used by other systems to call on BizzMine. An API key serves as a part of your authentication to gain access to BizzMine.

The archive in BizzMine stores all the previously published versions of your documents. The archive is only accessible to the users that have permissions to consult the archive. For other users only the most recent version will be available.

For every widget band you can set the 'band properties'. These will allow you to configure the height (in pixels) or you can let the height of the widget band adapt to the screen.

Every field in the data design of your BizzMine collections has a bookmark. By default the bookmark consists out of the collection code and the name you give your field. These bookmarks are editable. Bookmarks can be used in task notifications, notifications, reminders and in your .docx or .xlsx files (if bookmark interaction is abled)

You will retrieve this word if you add macro buttons to your data design. The class refers to the colour of your button.

Collection

A collection will be the place in which your data will be captured about a certain subject.

>> How to create a collection

Collection Charts

Charts are an easy way to present and analyze your data. Charts are available in lines, bars, pies and donuts.

Collection Info

Collection information provides some extra information about registrations that you saved. E.g. Total amount of registrations, the average/maximum/minimum completion time, completed registrations, etc.

Collection Item

A collection item is simply an instance of your collection. E.g. in a collection “Customers”, a customer is a collection item.

Collection Lists

A collection list is, as the word says, a list of what is stored in your collection. A collection list can be placed on your dashboard and it will show you all registrations for the particular collection.

Collection Lock

As soon as someone edits one of the registered collection items, the instance will be locked. This means that other users can read the collection item, but will not be able to edit it until the lock is removed.

>> How to remove collection locks

A collection manager can change the properties and behaviour of the collection. This even allows you to give manager permissions to a regular user. Second, a collection manager will be able to execute steps on behalf of other users (by clicking the lightning icon) OR to execute assessment steps with veto (in case of document collections). On top of this, a collection manager can also check the tasks that were sent to other users. Of course only the tasks that were generated by the collection workflow you are manager of.

Components are used to build your collection forms. You can use panels to collapse or fold out tabs with information. Next you have title bars and HTML text.

The words config file can be found at the import function of BizzMine. Users will be able to export the import settings to an xml file if necessary.

(Cross)Linked Fields

Linked fields can be used in relationships between your collections. This field will be related to the link between these collections only, it will not be stored separately in one of the two collections.

Dashboard

A dashboard is where you will present collection data and other information. You can have different dashboards for different purposes. E.g. An Orders & Sales – dashboard could present a list of all your new orders and other sales activities. While your Complaints dashboard could show you a chart and a list of your registered complaints.
>> How to create a dashboard

Data Design

Data design is the second step in creating a collection. Here you determine the fields in which your data needs to be captured.
E.g. Use an alphanumeric field to capture a “Company Name”.
In this step, you can also decide to link other collections to your main collection.
>> How to create a collection

Each document in your BizzMine environment could be accessible through a dynamic URL, this means that when you click on the URL you'll download the document immediately. The URL will always direct to the most recent / active version in your environment.

>> Document Control

You can set a default setting for what should happen when you have this link. Maybe documents can never be consulted through those URLS and there is "no access". Maybe the user first needs to authenticate to the system, before download through the URL is allowed or maybe it's publically available, and you can share it with external people. As said this is just a default setting that will be applied to all the documents that you will upload. Per document you can still change this setting if you want.

The default form is the first form you'll design in BizzMine when creating a collection. It's the base for all your other additional forms. The default form should always contain ALL collection fields, because it's your base, right?

The default list is comparable to the default form; it's the first list you'll design in the collection wizard. It needs to contain at least one field. Additional list designs are possible to create.

The default search is the search filter that is applied by default (if the search criteria are left blank, then of course the filter is not active). When you're in the collection wizard, you're not obliged to create a default search. A collection list can perfectly exist without search filter.

You'll meet this term when configuring your document control workflow. When assigning executors to your assessment or distribution steps, the system will ask you to fill in "default values". These values are used to "inherit" or to "copy" from your collection. These values will be shown in your display fields. Depending on the display field inherit type you chose, the field will be readonly, editable or blank. More on this in Document Control

Default Workspace

A default workspace is the workspace on which you will land every time again, when you log in into BizzMine. Of course, you can switch to other workspaces, but the default workspace will always be the one that is showed first. You can change it in your user settings or if you have the correct user type, in the user management part of BizzMine.

Department

A department in BizzMine is a part of your organization chart. A department is a subdivision of your organization, it can contain functions and users.

Each document can be downloaded through a dynamic URL. This can be useful when you want to refer in your documents to other documents. You can decide whether the direct link access is restricted, possible after authentication to the system, or public. 

The display fields are used to show or fill in the executors of your assessment and distribution steps. 

The display field inherit type lets you determine whether the default values you set for these display fields need to be inherited, copied, or if the fields are to be left blank and ready to fill in (custom). 

Used when adding macro buttons to your data design; the display type let's you define whether you want only the caption to be displayed, only an icon, or both.

The distribution step is specifically used for document control and allows you to send out a notification task to your users so that they can acknowledge the document.

Document Collection

A document collection has the same properties as a form collection, but a document collection will give you the ability to upload files. The binary file is the essence, whereas the form data can be considered as meta data.
E.g. An uploaded contract file is the essence. The form fields about ‘author’, ‘title’, ‘creation date’ are the meta data.

>> How to create a collection

Document settings allow you to define bookmark interaction, direct link settings, pdf conversion and the settings for assessment and distribution.

Document templates allow you to let your users start from a template (forced or voluntary).

To give some extra structure to your documents, you can use the document tree, which allows you to create folders and equally give them permission templates and assessment/distribution templates.  

The system field ‘earliest due date’ is populated whenever a due date is active on the current step in the workflow. As the name suggests it is populated with the earliest due date that is applied to that step in the workflow. When the step with the due date is completed and the next step doesn’t have any due dates applied to it, then the field will not be populated anymore.

This field is handy for the end user to quickly find back on the form or list when the current task is due.

Electronic Signatures

 In BizzMine this means that you will be asked to enter your password at certain event types (Open, Save, Complete, ...). Electronic signatures can be set on a collection in general or separately on certain steps of a workflow. (instance level or step level)

>> How to set electronic signatures

External Link

An external link is a link to another website (URL). External links are a workspace item. E.g. Put an external link to the corporate website on your workspace.

Flow Status

When your users have the permission to access the history, they will also be able to consult the flow status. This shows you the workflow the registration is currently going through and which steps have been completed and are still pending.

Form Collection

A form collection is just a collection in which the form data is the essence of the collection. E.g. Collection “Customers” with form fields “Company”, “Name”, “Company Contact”.

>> How to create a collection

Function

A function in BizzMine is part of your organization chart. Determine functions so you can use them later in your workflow to assign tasks. A function can contain 1 or more users.

E.g. Function – Account Manager

The general logs show you what has been created, updated, consulted and deleted.

Grid operators are used in the scripting part of your collection. It allows you to create sums, averages, mins and maxes of your linked collections, that were linked as a grid (one to many). For example; a collection "costs" has been linked to your "non conformances" collection. Than you can calculate the total cost of non conformance by summing all added cost lines.

A grid record is one line in a one-to-many relationship (linked collections).

When linking collections you have the option to indicate whether the data should be saved as a historical relationship or in a relation

HTML

HTML in BizzMine is a widget, which you can put on your dashboard. The purpose of this HTML-widget is to put some text on your dashboard (in html of course, what else?). E.g. Introduction to a certain workspace, information about the company, etc.

Import

Use the import function to import data into your collections, this can help you save time in transferring data from for example your excel files to BizzMine.

>> How to use the import function

This term is specifically used in the Document Control module, the inherit type states how the system should behave in terms of permissions or display fields. Collection permissions (read, edit, delete, ...) can be inherited, copied or be custom. Display field values can be inherited for the workflow, copied from the workflow or filled in by custom.

This is the field you will use to do a lookup for instances of your linked collection. When clicking on the magnifying glass, you will get to see a list view wherefrom you can select 1 or multiple options (depending on your relationship). You might wonder why this lookupfield could be useful; the lookup field will allow you to start typing and to get suggestions of instances you might be looking for. 

Documents need to be reviewed, and to initiate revisions you'll have two options (depending on what has been configured). You'll have a major revision, or a minor revision. Major means that a version 1.0 will change to 2.0 as the new active version.

Documents need to be reviewed, and to initiate revisions you'll have two options (depending on what has been configured). You'll have a major revision, or a minor revision. Minor means that a version 1.0 will change to 1.1 as the new active version.

The monitor is related to documents. You'll have an audit trail of who executed assessments, publication and who's a part of the distribution list and who of these people already indicated that they have seen the document.

You will get to see this when you're linking collections. If the option "Historical" was chosen, the system will ask you whether the linked data 'must be in list'. This means that there is no free entry available, the instance(s) you're linking must always be available in the collection list of that linked collection. When must be in list has been set on "no", you are free to decide whether you'll select from the linked collection list (or add it to the list) or whether you just want to have free data entry.

Operators are used when creating formulas in the scripting section of "Manage Collections". The operators are providing you the basics (+, -, /, *, ^) to create formulas. Important to know is that you can use as many numeric fields as you want to create your formula, but these are all filled in once. Leading you to one result. 

When you'd have a grid (linked collection, one to many), then you might have multiple lines and you can use the grid operators as stated here a bit further at the top. Each line of a grid could be calculated by a basic operator formula.

E.g. We have a grid costs; where the formula for each line is   : (price * unit) = cost  -> basic operators are used
Now the total of the grid could be :        SUM (cost) = Total   , which uses a grid operator, summing all the cost fields of the lines in the grid.

Organization Chart

The organization chart is a visual, structural representation of your organization. It consists of departments, functions and users.
>> How to establish your organization chart

You'll retrieve this term when configuring the workflow. If you are using gateways that need to start steps based upon conditions, you'll see that the possible next steps are called "next steps (outbound)". 

Owner

Owners have access to all configuration settings of BizzMine. They can create users, set permissions, etc. Owners can also access high-level administrative features like billing rights.

Panels are components you can use in your form design. Panels allow you to have collapsable parts in your form. Panels are collapsable if you show the title (the green bar (or grey bar in form design when using the dark theme)). If you don't show the title they are not collapsable.

When your company has a license for the BizzMine PDF Converter your original file will be converted to PDF as soon as it gets published. The original will still be available for further revisions and editing.

Permissions

Permissions can be created and set on all kinds of levels in BizzMine: Concrete action permissions, access permissions, manager permissions,... 

Each collection has permission settings. For each collection it will be possible to check the permission history, so that you can track and trace where permissions might have been modified.

Process

A process in BizzMine is a collection that contains workflow, which is a series of steps and thus forms a process.

You'll retrieve this term when linking collections. There are two options to link a collection, historical or relational. Relational means that the linked data will always be up to date, even if the original instance is edited. E.g. You link a cause to your customer complaint, now a few days later you noticed that there's a typo in the cause description, so you want to change it and you want this correction to be applied to all the instances where you already linked that cause. Using relational collection links will allow you to do this.

Report

Reports in BizzMine can be used to make a PDF file of your forms.
>> How to create a report

When a collection is linked to another one, this is a relation. Now, sometimes you just want to link something to a certain collection, but sometimes you also want to have it the other way around. Here's where the reversed relation will provide you an answer. The functionality is a little bit different from linking collections.

E.g. Each customer complaint will have one customer linked. Customer complaint 1 - 1 Customer.

Now, suppose I would like to get the information the other way around; In which complaints was this specific customer linked? We'll retrieve the reversed relation on the level of that specific customer.

>> Reversed relations

RSS feed

An RSS widget contains data from an external RSS Feed. It is used to publish frequently updated information on your dashboard. E.g. Blog entries, news headlines, etc.

Separators are used when creating and modifying your workspaces. They allow you to have "titles" in your workspace menu with no further functionalities. This might be useful when you want all other dashboards to be on the second level and that this top level not clickable.

When linking collections you'll notice that the second question (first question = which collection?) is what kind of relationship you want to create. One-to-one means this is one single record you'll be able to link.

Scripting

Scripting is a feature in BizzMine that enables you to create formulas with numeric fields in your collection. E.g. numeric fields “Amount” * “Price” = numeric field “Total”.

With BizzMine's Scheduling Agent you'll be able to schedule new registrations of a certain collection. The Scheduler is one of the widgets. It allows you to establish planned registrations of for example; Calibrations, Audits, Meetings, ... You plan, BizzMine registers!

Searches

Searches in BizzMine determine on which fields you can filter the data of collection lists.

Sections are used when creating searches. Using sections will allow you to create "OR" searches. Criteria that are placed in one and the same group, will create an "AND".

E.g. I create a search section with the field "Company name" as one of the criteria to fill in, and another one with the search section "Company name". When filling in both criteria, I will actually get 'two groups' of results. One group that satisfies the first criterion and another group satisfying the second criterion.

The security logs will show you an overview of the event executed, by whom, on which date/time, the IP-address, the platform used, the browser and which version of it. The event types that will be logged are; 

download document authorized, forgot password request, invalid account, invalid user, invalid password, invalid license, invalid AD License, IP lockout, IP not allowed, IP denied, login success, no username or password, password reset, user limit exceeded, user locked out, user logged out, redirect to azure active directory

Sub Collection

A sub collection is a subset of collection data. It allows you to create filtered views of your collection.

E.g. A subcollection with the filter status = pending, allows you to show all the registrations that still have the status set on "pending".

>> How to create and use sub collections

System fields are fields that will always be added to your collection, by the system. They are important for the audit trail of your registrations (unique ID n°, registration time, registered by, ...). They are auto-filled by the system and are not modifiable except for "registered on behalf of".

Each field in a collection gets a bookmark. By the default the bookmark consists out of the collection code and next the 'name' (so not the caption) of your field. Choose wisely and you'll have little work on these bookmarks, but of course you can always modify them. Bookmarks can be used in the notification texts of your tasks, notifications, reminders in your workflow. Or, when you have the document control license, you can allow bookmark interaction for .docx and .xlsx documents.

Table

A table in BizzMine is a collection that has no workflow.

When uploading new documents, you might want your users to start from a pre-configured document template. To allow your users to start from a certain template, you'll have to determine this source collection, from where they should select the relevant template. Every document collection can be used as a template collection, but also for every document collection you can set the template source collection that should be used when creating new documents in that specific collection.

Track changes allow you to track and trace the changes of your registrations. You'll see the field, the new value, who changed the field and on which date and time.

The unique identifier is used when importing data into your collections. The unique identifier allows you to create an unique combination to update/insert the value of a field. Ticking this checkbox will result in the following; If the value exists; update it. If the value doesn't exist yet, create it.

Versioning is an extra option on publication steps in revision flows. Versioning will allow you to determine when the current document version should be archived. You can choose between "immediately" or "scheduled". When scheduled, you can decide when the current version will be sent to the archive. As long as the current version hasn't been sent to the archive, it remains the active version and the revision document receives the document status "Pre-publication". When the current version is archived, the revision becomes the new active document.

Veto can be used by collection managers in the assessment steps of document control workflow. Approving or rejecting with veto means that the document is approved or rejected, without having to wait for the assessment of fellow assessors.

Widgets

Widgets come in different forms and are placed on a dashboard. They all have in common that they want to show some data or information to you. Different widgets are; collection charts, collection lists, collection info, HTML, RSS Feeds, Document Trees, Schedulers

Widget Band

A widget band is used to configure the layout of your dashboard. A dashboard can consist out of multiple widget bands.

Workflow

Workflow helps you to define the sequence of steps in a process, it shows the steps that need to be taken to get your registration from A to Z.

Workspace

A workspace is like a ‘local environment’, where a specific job function or department can see isolated aspects of your data. It is the place where you put your dashboards and other workspace items.

Workspace Item

A workspace item is something that you can display in your workspace menu. E.g. a dashboard, a new collection item and external links.

>> How to create workspace items