To secure your process know-how, you should allow access to processes based on user roles with different levels of permissions.
Procesoid has the following user roles:
Process owner — A Process owner is the user who owns all processes and thus retains the entire process know-how. The Process owner is also the only one who can create new processes, so he maintains order in the processes within the organization. The account owner may, however, delegate the management of a specific process to others – see below.
Process manager — A Process owner may assign a Process manager for his/her processes. A Process manager sees a list of managed processes at the bottom of the Dashboard in the section Managed Processes. A Process manager can modify and optimize a given process, create new process instances, and define an Accountable (responsible) person, as well as which Coworkers are involved in a process instance. There may be more than one Process manager for a given process.
Accountable person — An Accountable person is the one and only one person responsible for the smooth running of a particular instance. If there were more responsible persons within one instance, it would not be clear who is in charge of the instance and result in it getting tossed back and forth like a hot potato. If you are responsible for a particular instance, you will see it in the My Instances section of Procesoid’s Dashboard.
Coworker — A Process manager or an Accountable person can define the Coworkers involved for each instance. Having a defined Coworker as a user is not mandatory (only you work on the instance) or there may be more than one (i.e. more people are working on an instance). If you are a Coworker for a specific instance, the instance will appear on your Dashboard in the My Instances section.
Person without access — The Process owner can also create a so-called “person without access” user in the Manage Users section. This user does not have the ability to sign in to the application, but you can, for example, assign him or her work for record keeping as an Accountable person or a Coworker.