Skip to content
English
Sign in
Customer Portal
  • There are no suggestions because the search field is empty.

Example: Process Improvements & Approvals in Mavim Portal

This article explains step-by-step how Forms, Roles, Tasks and Flows in Mavim Portal work together to create a structured approval process — from collecting input to publishing updated process versions, by way of an example.

Introduction

In this example, a set of business processes has been published to the Mavim Portal. Each business process has an owner and a status. The Mavim Portal also contains two forms: Improvement Proposal and Process Approval. By assigning different Roles to users in the Portal you can segregate responsibilities. The input screen is your working environment for input, while Tasks can be used to pinpoint users to be involved and finally, Flows can be used to automate tasks and notifications. 

First, watch the video:

Now, let us help you set this up step by step.

Step 1: Set up ownership of processes for Mavim Portal

Before collaboration can begin, ensure your business processes are published from Mavim Manager to the Mavim Portal. Each process should include:

  • A process owner (stored in a field in Mavim Manager)

  • A status field (e.g., Draft, Approved)

These fields help manage ownership and track progress during the approval flow.

See also:

Set up Ownership for Mavim Portal

 

Step 2: Create collaboration forms

In this scenario, two forms are available in the Portal:

  1. Improvement Proposal form – allows Contributors and higher roles to submit suggestions for process improvements.

  2. Process Approval form – used by Approvers (typically process owners) to review and approve updates.

How to set that up:

Both forms are created and managed by the Moderator in Mavim Manager and linked to the relevant version before publishing.

Step 3: Configure automated tasks and notifications

When a Contributor submits an Improvement Proposal, Mavim automatically:

  • Checks who the process owner is.

  • Creates a task for that owner to review the input and submit their own proposal.

  • Sends an email notification to the Moderator.

The Moderator can view all incoming submissions in the Input screen.

How to set that up:

  • Make sure that each process in Mavim Manager includes a valid owner field.

  • Configure email notifications under Flows so the Moderator receives alerts for new input.

Step 4: Review and analyze input

From the Input screen, the Moderator can:

  • Review all submitted forms.

  • Export the collected data for analysis in Excel or Power BI.

Once reviewed, the Moderator uses the feedback to update process information in Mavim Manager. When a process has been approved, its status field should be set to Approved.

Step 5: Create and publish a new version

After updating the processes, the Moderator is ready to publish a new version.

To create and publish a new version:

  1. In Mavim Manager, open the project and create a version.

  2. Include existing webforms (Improvement Proposal and Process Approval) in this version.

  3. (Optional) Apply filters to exclude processes that are not yet approved.

  4. Publish the version to the Mavim Portal.

By default, new versions are set to Approval mode, meaning only Approvers and higher roles can see the new content.

  • Subscribers and Contributors continue to see the previously published version until approval is complete.

  • Approvers can access the new version and provide feedback or approval.

Step 6: Request approvals

When it’s time for process owners to approve the updates, the Moderator has two options:

  1. Manually create tasks – one task per process per user.

  2. Use automated Flows – to create and assign approval tasks automatically.

Example flows

  • A flow that triggers an email to the Moderator when a form is submitted.

  • A flow that creates follow-up tasks for process owners.

  • A scheduled flow that asks process owners to review their processes periodically.

After a flow is triggered, process owners (Approvers) have one week to fill out their forms.

Step 7: Manage and complete input

Once input is received, the Moderator can:

  • Review submissions in the Input screen.

  • Add labels to categorize input (visible to submitters in their dashboard).

  • Create follow-up tasks if additional feedback is needed.

Each follow-up task is automatically linked to the original submission for easy tracking.

Step 8: Finalize and publish

After all feedback and approvals are collected:

  1. Export the final data for verification.

  2. Open the Version tab in the Administration panel.

  3. Change the version status to Published.

The updated processes are now visible to all users:

  • Subscribers can view the new approved content.

  • Contributors can continue submitting improvements.

  • Approvers will see future updates first, before publication.

© 2025 Mavim. All rights reserved.