The process portal runs as an app in your SharePoint Online. You model flows in the browser, approve changes in two stages and keep evidence for ISO 9001 and ISO 14001 audits. The user interface is in German.
Everyone reads, key users model, quality management approves. The screenshots show the German user interface with the fictitious sample data of “Musterwerke AG”. Click an image to enlarge it.
Management, core and support processes at a glance, with the core processes shown as a value chain.
As you type, the search shows processes, steps, documents, roles, applications and KPIs. From three characters on, it adds hits from the content of documents, using SharePoint search.
Hits by type and from the content of documents.
The step table is derived directly from the model. Clicking a step shows its role, contributors, input and output, documents, applications, KPIs with traffic lights and the related standard clause.
Comments are attached to steps. The process owner or quality management can turn them into a change request. Every model can be downloaded as a BPMN file.
Flow and step table on the process page.
A BPMN editor with palette and properties, no Visio licence needed. You enter name, role, contributing roles, documents, applications and KPIs next to the diagram, also by keyboard.
A rule check without AI flags gaps as you work, for example missing start or end events, unreachable steps, unlabelled gateways or steps without a role.
Editor with palette, properties and rule check. The “KI-Entwurf” (AI draft) button appears with the AI module.
A change starts as a request with a draft. The process owner reviews it, quality management approves it. The four-eyes principle works as a warning or as a block.
“What changes” lists new, changed and removed steps and highlights them in the diagram. A minor change raises the version by 0.1, a major change creates a new major version.
Change request in review: stages, highlighted change and decision.
“What changes” as a list and in the diagram.
New Word document, blank or from a template, file upload or link. Approval runs in the same two stages as for processes, using SharePoint content approval. Readers only see approved versions.
Documents with type, processes, version and status.
Who is responsible for what in which process: per role and as a matrix across the core processes (letters from the German interface: V process owner, D execution, M contribution, F approval).
Responsibilities per role.
Matrix of roles and core processes.
The cockpit shows KPIs with target, traffic light and trend, actions with standard clause, due date and status, and reviews that are due.
Responsibilities, KPIs, measurements and actions can be exported as CSV.
KPIs with traffic light, target and trend.
Columns that your admins add in SharePoint to the lists of processes, documents, roles and applications appear in the app. Admins and quality management maintain catalogues of roles, applications, KPIs and measurements directly in the portal.
Catalogues maintained in the portal, here the roles.
AI draft of a flow from keywords, AI pre-check of a change request and an AI assistant that answers questions with sources. All AI results are suggestions; people make the decision.
The AI pre-check does not replace the review: it points out possible gaps, but it can miss things or flag them wrongly. The module is off by default and needs Power Automate Premium, an environment with Dataverse and credits.
AI assistant: answer with sources.
Process map, process page and cockpit use the full width of large screens and also work on a phone.
Navigation, forms and the properties in the editor can be operated by keyboard. Diagrams are drawn with the mouse.
Your Microsoft 365 tenant
SharePoint site of the portal
Optional
The core: no Theia server, no external services, no API permissions. The optional flows run in your Power Automate environment; the AI module uses Microsoft AI Builder.
The portal supports your evidence. Certification itself remains a matter for your management system and your certification body.
History of a change request: the evidence in an audit.
Report of “Berechtigungen einrichten” (set up permissions): levels, groups and QM group check.
We clarify questions about your environment in the intro call. Book an intro call
SharePoint, Teams and OneDrive: the base the process portal builds on.
Approvals and notifications that go beyond the portal.
Licences and setup from one source, if SharePoint Online is still missing.
In the intro call we look at how you document processes today, what your audits require and how the portal fits into your Microsoft 365. 30 minutes, no obligation.
Theia Prozessportal is a product of Theia Solutions AG. The screenshots show the German user interface with the fictitious sample data of “Musterwerke AG”. Diagrams with bpmn-js (bpmn.io). Microsoft 365, SharePoint, Microsoft Teams, Power Automate, AI Builder, Dataverse and Visio are trademarks of the Microsoft group of companies.