Blueworks Live

Hi there,

Would it be possible for our firm to centralize the glossary and restrict i.e. Participants | Business Owners | Experts to our own pre-defined list. I think these automatically get added every time a new process creates / uses one. We are keen for our Blueworks users to select from a list if that makes sense? Not sure if this can be controlled by us where we want to add the value for entries?

Also with some of the Glossary i.e. Goals – is there a way we can clean these out and only have the ones we want to use.

Many thanks,

James

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James Barton
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James,

The System property and your own custom text properties can be enumerated - ie selectable from a fixed list. Properties like Participant are more freeform. I would suggest selecting your preferred values using the little checkbox icon and then selecting the option to " Warn users that enter non-preferred values". This will help to guide your users.

If you already have a list of preferred values use the import function to pull in a csv with your preferred values.

For existing values you can identify the user that added them by clicking "show details". This will help you to decide if they are valid. Then you can use the Merge function to tidy things up.

Goals can be tidied up in the same way.

You can introduce your own properties (from the admin screens) and select for them to be "enumerated" this will ensure selection from a pre-built list.

I would also strongly recommend that you lock down glossary access by selecting the "users" tab and modifying the access list.

Please have a read of this blog post and this section of the BWL help

I hope that helps


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Mark Ketteman
Digital Business Solutions Engineer
IBM United Kingdom Limited
London
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Original Message:
Sent: Wed December 14, 2022 03:38 AM
From: James Barton
Subject: Setting up a firm Glossary

Hi there,

Would it be possible for our firm to centralize the glossary and restrict i.e. Participants | Business Owners | Experts to our own pre-defined list. I think these automatically get added every time a new process creates / uses one. We are keen for our Blueworks users to select from a list if that makes sense? Not sure if this can be controlled by us where we want to add the value for entries?

Also with some of the Glossary i.e. Goals – is there a way we can clean these out and only have the ones we want to use.

Many thanks,

James

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James Barton
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Hi James, unfortunately only "systems" and custom properties can be restricted to only be a drop-down list (this is referred to as "Enumeration" in the Properties tab of the admin view). In some cases, our clients have created new custom properties to replace the standard fields (business owners/experts/etc.) so that you can then lock those fields. The biggest down side is that participants and swim lanes are linked so replacing that field is problematic. We have also helped many clients link their glossary list with a "source of truth" so that it is synchronized on an hourly/daily basis. This is especially useful for things like a GRC tool where you want to store Risks and Controls and not have to manually replicate that in Blueworks Live. One last note is perhaps you would find our free add-on tool for Blueworks Live useful: https://blueworksinsights.com. We are releasing a new version this month and a useful module is the ability to manage your glossary in some new and different ways.

Kind regards,

Jared

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Jared Michalec
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Original Message:
Sent: Wed December 14, 2022 03:38 AM
From: James Barton
Subject: Setting up a firm Glossary

Hi there,

Would it be possible for our firm to centralize the glossary and restrict i.e. Participants | Business Owners | Experts to our own pre-defined list. I think these automatically get added every time a new process creates / uses one. We are keen for our Blueworks users to select from a list if that makes sense? Not sure if this can be controlled by us where we want to add the value for entries?

Also with some of the Glossary i.e. Goals – is there a way we can clean these out and only have the ones we want to use.

Many thanks,

James

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James Barton
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