Using the Dictionary

Objective

After completing this lesson, you will be able to use the Dictionary to create, re-use and manage central business objects

Using the Dictionary

Your Central Object Repository

The Dictionary

Untraceable information, inconsistent naming conventions, and redundant data – such challenges are commonly faced by many data systems and may hamper effective business process management. Fortunately, with the use of SAP Signavio Process Manager’s Dictionary they can be overcome. As the solution’s central object repository, the Dictionary contains numerous entries that are relevant for your processes and supports you in their management. Here are some of the key benefits that come with it:

  • Link entries and reuse modeling elements to achieve consistent process content.
  • Centrally maintain any changes and adjustments for all linked diagrams.
  • Access a list of diagrams in which a specific dictionary entry was used.
Use the left side panel of the Explorer to access the Dictionary. Once opened, the parent and the subcategories can be found on the left. The entries each contain are displayed in the middle.

Before we dive into greater detail, take a look at the image above. It shows you how to access the Dictionary from the Explorer. You can also see how it is organized; The parent and subcategories are in the left side panel, while the entries are displayed in the middle. The latter represent objects that are relevant for one or more of your processes. Most of your objects will likely represent responsibilities, systems or applications, and frequently used documents.

Creating Dictionary Entries

By default, all modelers can access the Dictionary to see its content and reuse it while creating diagrams. In the following section, you’ll see how to add new entries. To be able to do this, you need to be granted further rights by the administrator.

Note

If you are an administrator, complete the unit Administrating SAP Signavio Solutions for Managing Business Processes to learn how to set access rights.

Adding and Linking Entries

New entries can be added directly in the Dictionary by clicking the New button. In the Editor, you must click on a small square next to the modeling element. A window to define the new entry will then appear.

The image above shows the two options for creating new entries: either by clicking the New button directly in the Dictionary or the small square next to an element in the Editor. As you can see below, it’s also possible to attach files or images to your entries. It’s important that documents are linked this way, rather than directly in the process model.

When creating or editing entries, you can click on Add a new document at the bottom of the window. A new widow will open in which you can link files as well as pictures.

Naming and Searching Entries

As you create new entries, the Dictionary will notify you if an object with the same name already exists. Although technically possible, it’s not recommended to have multiple entries with identical names. To avoid duplication, you can first search the existing dictionary entries. If you don’t know the exact name, you just enter ** in the search field and all entries from that category will appear.

When you enter ** while looking for a Dictionary entry, a list with all entries from that category will appear.

Entries with Custom Attributes

To see how creating new Dictionary entries works in practice, watch the following video. Additionally, you’ll learn how to enrich them with further information for which custom attributes were created by the administrator.

Modeling with the Dictionary

Using the Dictionary while Modeling with the Graphical Editor

Now that you know all about creating entries, let’s see how to reuse them. The video below will show you how to do it when using the Editor.

Note

As you’ve just seen, any changes that had been made to the attributes while modeling would affect only that specific diagram. However, when you edit existing entries in the Dictionary, remember that the changes apply to all linked process models.

Using the Dictionary while Modeling with the QuickModel

You can also access the Dictionary while using the QuickModel. After adding an activity, simply start typing in one of its attribute fields to see if there’s an existing Dictionary item. To access entries from other categories, simply add further columns with the wrench icon.

When filing out the attribute fields of your diagram in QuickModel, Dictionary entries for that specific category will automatically be suggested.

Organizing the Dictionary

Considering the importance of the Dictionary, it is key that it stays well-structured and free of errors. We’ll now cover two important concepts related to this: Dictionary Responsibilities and the Sandbox Approach. Both aim at reducing mistakes and redundancies, while still allowing the modelers to contribute to the Dictionary’s content.

Hint

An appropriate access concept set up by the administrator is a prerequisite for the implementation of the following concepts.

Dictionary Responsibilities

It’s highly recommended to define clear responsibilities for the maintenance of the Dictionary. Ideally, individual users or a small group track the content, adjust existing terms, and add new entries as needed. Were you granted the rights to manage the Dictionary, the following sections will provide you with some useful tips.

Exporting and Importing Entries

If you are responsible for the Dictionary’s content, you might be tasked with creating large amounts of entries. To speed up the process, you can make use of the bulk import/export function to easily add or edit objects in your Dictionary with the help of a Microsoft Excel file (XLS or XLSX). Follow the steps below to see how this process works.

1. Export Dictionary Entries

Click on the Import/Export button and choose which entries should be included in the Excel file.

In the Dictionary, click on the Import/Export button at the top. A new window will open in which you can specify which entries or categories you want to export to a spreadsheet.

2. Edit the Excel File

Now you can add or adjust entries and fill out the other columns accordingly.

The Excel file you export from the Dictionary includes columns for the entry titles and their attributes. You can edit it to easily add new or adjust the already existing terms.

3. Import Dictionary Entries

After editing the spreadsheet, you can now upload its contents by clicking the same Import/Export button as before. Make sure to map the categories and attributes correctly.

By clicking on the Import/Export button at the top of the Dictionary, a new window will open where you can choose the spreadsheet you want to import. After selecting the file, you need to make sure the categories and attributes are mapped correctly.

Sandbox Approach

For each Dictionary parent category it’s considered Best Practice to create "sandboxes" – designated subcategories to which all modelers have access. Either through the Editor or in the sandbox category itself, they can add any information or elements they believe are currently missing. New entries being channeled to dedicated locations keeps the Dictionary clean and reduces the risk of errors or duplicates. Furthermore, the sandbox principle ensures its completeness, as all entry proposals are collected and evaluated. Maintaining a comprehensive object repository is key to subsequently creating high quality process models.

Moving and Editing Sandbox Entries

Regular examinations conducted by users responsible for the Dictionary are an essential part of the sandbox approach. After a certain amount of time, they need to review all the proposals and move the approved ones to the productive categories.

Look at the image below to see how this is done. While in a sandbox, click at the Edit button next to a specific entry. Next, expand the Category tab and select the corresponding one. Once you save the changes, the entry is moved.

To move an entry from a sandbox category, click on the Edit button next to it. Then, from the Category list select the category to which the entry should be moved.

Merging Dictionary Entries

As you go through the Dictionary - for example, while checking the sandboxes - you might encounter duplicated entries. The Merge function allows you to easily combine them and maintain your Dictionary well-organized. Simply select the duplicates and click on Merge Dictionaries Entries. A new window will open in which you can select the elements you want to be in the target entry. To merge duplicates in the Dictionary, select the doubled entries and click on Merge Dictionary Entries. A new window will open in which you can choose which elements should be incorporated to the target entry.

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