10-09-2026

1 Getting Started with BOXapp (Local)

BOXapp can be used locally or in the cloud. Below are the steps for using BOXapp via the supplied hardware in a local network.

Use the steps below to prepare the BOXapp for first use.

• Connect the BOXapp to the network via a cable.
• Open a web browser and go to the page http://boxapp.local/
• Log in with the username admin@boxapp.local and the default password boxapp01!
• Go to Management -> Users and create a new user.
• Fill in the screen with your own details and select the Administrator user role.
• Log out via the green button in the top right.
• Log in with the email address of the newly created user.
• Go to Management -> Users, select the user admin@boxapp.local and change the password to a complex password.

2 User Management

Within BOXapp, users and access rights are managed by one or more administrators. User roles determine which actions a user can perform within the application.

2.1 User Roles

BOXapp has four standard user roles:

• Reader: A user with the Reader role only has access to consult processes. Creating, modifying, or deleting processes is not permitted.
• Author: A user with the Author role can create new processes and modify their own processes. Processes from other users cannot be modified.
• Editor: A user with the Editor role can create new processes and modify both their own processes and processes from other users.
• Administrator: A user with the Administrator role has all available rights within BOXapp. Administrators can manage processes, create and modify users, assign user rights, and perform other management functions.

2.2 User Groups

In addition to individual users, user groups can also be created. A single group can be assigned in various places in the BOXapp.

• Author groups: The users in this group have rights to edit the process, in addition to the person who created the process.
• Owners: The assigned group owns the process. An owner in the context of the BOXapp is the person or group of people responsible for the content of the process.

2.3 User Management

Users must be created by the administrator and the password must be shared. Because the BOXapp can work without the internet, it is necessary to share the initial password with the user.

3 Creating a Category (Domain)

Categories are used to clearly organize information within BOXapp. A category represents a main domain, such as Product Support, Projects, Customer Management, or Product Management.

Because BOXapp can be used for diverse applications and process flows, there is no standard classification of categories available. The naming and structure of categories can be set up entirely at your own discretion.

These are the steps to create a category:

• Go to Management → Categories.
• Press the button to create.
• Click on Select main category.
• Enter the desired name of the category (so do not select anything).
• Press Save.

3.1 Creating a Subcategory

It is possible to create subcategories. But note: Once a subcategory has been created, a subcategory must always be selected. It is therefore advisable to create a generic subcategory.

Creating the subcategory goes as follows:

1. Go to Management → Categories.
2. Choose the relevant category.
3. Press the green plus next to the main category.
4. Choose Insert below.
5. Enter the name of the subcategory.
6. Press Save.

The first subcategory has now been created. More subcategories can be created.

1. Under Management Main Category, choose the desired main category.
2. Choose the desired location for the new subcategory in the list.
3. Choose the main category or subcategory above it and press the green plus.
4. Choose Insert below.
5. Enter the name of the new subcategory.
6. Press Save.

You can also choose the subcategory below it, and then choose Insert above. The result is the same.

Subcategories always go 1 level deep. Sub-subcategories are not used.

4 Starting a Process

Processes are central to BOXapp. A process is recorded in a workflow.

Before the content of a process can be elaborated, some basic workflow details must first be entered. This data forms the basis for the further setup and documentation of the process.

Creating a new process

Creating a new process and entering the corresponding data in BOXapp is done via the categories.

Follow the steps below to create a new process:

1. Open the BOXapp menu and select Categories.
2. Select the desired category.
3. Choose the Create option.
4. Enter the required data for the process.
5. Save the process.

Subsequently, the data related to this process can be entered.

4.1 Entering Process Data

When creating a process, the general process data is recorded first. This data ensures a clear structure and makes it easy to find and manage processes.

4.1.1 Category

A category is linked to every process. The category determines within which domain the process is placed, for example, Customer Management or Human Resources. This can be selected from a list.

The chapter “Creating a Category (Domain)” previously discussed how a category or subcategory can be created.

4.1.2 Name

Come up with a recognizable name for each process so that the specific process can be found quickly.

4.1.3 Description

Adding a description is recommended, especially when multiple users work with BOXapp. This prevents the wrong process from being followed.

4.1.4 Details

In the Details field, additional information about the process can be recorded.

4.1.5 Customer

When a process specifically relates to a customer, a customer can be linked to the process. This customer can be selected from a list that has been entered via the Management menu option in the main menu.

Linking a customer can also be performed at a later time.

4.1.6 URL

Via the URL field, a reference can be made to additional online information. This can be, for example, a website, web page, PDF file, or another document available online.

4.1.7 Status

The status indicates which phase a process is in. Entering a status is mandatory.

The following statuses are available by default:

• Draft: The process is still in development and is not yet used operationally.
• Operational: The process is ready and is being actively used.
• Archive: The process is no longer used, but remains available for reference.

However, the administrator can also add statuses themselves which can then be used. The administrator does this via the Management menu option, Status, Process Status.

4.1.8 Tags

Tags make it easier to find processes and to group similar processes.

When adding a tag, an existing tag can be selected or a new tag can be created directly. No separate management action is required for this.

Tags can be managed under Management.

4.1.9 Author Groups

Under Author Groups, it is recorded who is responsible for drafting or managing the process. This can be an employee or a department.

Unlike tags, author groups must be created in advance. This can be done via the Management menu option in the main menu.

4.1.10 Owner

The creator of the process automatically becomes the owner.

Unlike tags, owners must be created in advance via groups. This can be done via the Management menu option in the main menu.

4.1.11 Custom Fields

BOXapp contains a large number of standard fields for recording process information. However, it may happen that an organization wants to register additional information that is not available within the standard fields.

To meet this need, administrators can create custom fields. If desired, these fields can be linked to specific categories, so that they are only available within the relevant processes.

When creating a custom field, the administrator records a name and determines the type of field to be used. BOXapp supports various field types, including:

• Text field
• Numeric field
• Date field
• Checkbox
• Yes/no field
• Radio button
• Dropdown list
• Attachment field

Depending on the chosen field type, additional settings can be configured.

The administrator can set the entry of a field to be mandatory.

After a custom field has been created and configured, it becomes available for use within the relevant processes. Users can fill in these fields at process steps so that additional information can be recorded in a structured manner.

Custom fields can only be created by an administrator. Authors and editors can use them in their processes.

4.1.12 Resources

A resource is an email, paper document, a file, image, phone call, or any means by which information can enter the system. These resources are sometimes used in many different places and sometimes in one place. But they are essential to the process.

These are added to have an overview of where the resource is used and to provide insight into who is doing what with it. The added value is only there when the document flow or information carriers need to be made transparent.

The administrator creates resource types and resources in Management. Examples of resource types are email and spreadsheet. Examples of resources are order confirmation email and complaints email.

Below are the steps to add a resource to a process step. In this case, an order confirmation email.

• Press the pencil icon at the relevant process step.
• Under resources, press the icon to create.
• Press Search for a resource.
• Select (in this example) order confirmation email.
• Press Save.
• And at the process step, press Save again.

As an illustration, there is now an email icon next to the process step.

By clicking the paperclip icon at the top of the screen, a connection can be made between identical resources. A connection is then made between all order confirmation email icons. This makes the route a resource takes transparent. Other emails may have the same icon, but are not included in this connection because it concerns a different resource.

An administrator can assign a different (unique) icon to each resource type via Management.

4.1.13 Public

By checking Public, the process is only visible to the owner and the users of an associated author group.

Saving process data

Choose save when all process data has been entered.

Subsequently, the process is opened in the next screen, where the substantive steps and components of the process can be recorded.

4.2 Cloning or Reusing an Existing Process

If a new process is very similar to an already existing process, a copy of the earlier process can be made to then modify it.

To make a copy, click on the double document icon in the list of processes.

However, BOXapp also offers the possibility to use the process steps of another process within a process. Here there is the choice to copy the steps or to refer to them. In the latter case, the process steps change along if they are modified in the other process.

For more information on copying or referring to process steps, see further on in this manual.

5 Entering Process Steps

After the basic data of a process has been recorded, the substantive process flow can be set up. This is done via process steps.

After opening the process, one blue box is displayed with the name of the process. This box forms the starting point of the process flow.

A green box is also shown. This is a first process step.

The third automatically created box is orange and marks the end of the process.

Attention! These are the standard colors. The colors can be assigned differently by the administrator. This can be done via the menu System, Diagram parameters.

By pressing the pencil icon in the blue box, the general process data (as mentioned above) can be adjusted and supplemented.

By pressing the pencil icon in the green box, the details of the first process step can be entered. This corresponds to the data of processes, but in this case only applies to the relevant step.

By clicking the plus icon on the right side of the blue box, a next process step can be added. By clicking the pencil icon, the data is entered again.

An added process step is displayed in a green box. From this process step, a next step can be added to the process flow.

5.1 Example of Process Steps

In the example, after the step ‘Consulting an address list’, the next step added is: ‘Placing suitable companies in a mailing list’.

During the elaboration of the process, it appears that the list used also contains companies that are already customers. These companies must be excluded from the mailing. An additional step is required for this: cleaning up the list.

This step can be placed as a separate process step between the existing steps. Because cleaning up is part of selecting suitable companies, it is clearer to place this step directly under the first process step.

In this way, the structure of the process flow remains logical and clear.

The previous example shows a simple representation of a small part of a process. In the same way, complete activities and processes can be recorded as a clear process flow.

Process steps can be added, modified or deleted at any time. In addition, additional information can be linked to each process step, so that the required knowledge and instructions are immediately available within the process.

The following chapters cover the more extensive possibilities of BOXapp, including linking processes.

6 Including an Existing Process or Process Step

When recording a new process, process steps may occur that have already been created in BOXapp. It can also happen that an existing process is entirely part of a new process flow.

To prevent duplicate work, existing processes and process steps can be reused and linked to a new process.

When linking existing components, there are two options:

6.1 Copying Process Steps

An existing process or an existing process step can be copied and then included in a new process flow.

A copied component is completely independent of the original process or the original process step. This allows changes to be made without affecting other processes in which the original component is used.

Changes to the original process or the original process step also do not affect the copied version. After making a copy, both components are managed separately.

When creating a new process step, you can press the green bar with the text “Search for an existing process or process step”. A choice can then be made from existing processes and process steps, and there is a choice between a copy or a reference.

6.2 Reference to a Process or Process Step

In addition to copying a process or process step, a reference can also be made to an existing component.

A reference initially looks the same as a copy, but works differently. With a reference, the component remains linked to the original process or the original process step. So no new, independent version is created.

This means that changes to the original process or the original process step are automatically implemented in all processes in which this component is referenced. Changes made from the reference are also visible on the original process step and in all other places where it is used.

The use of a copy is especially suitable when a process or process step must be further modified independently. A reference is intended precisely to use one central process step in multiple places and to be able to manage it centrally.

An example of this is a procedure for archiving documents. By creating one central procedure for document archiving, this procedure can be included as a reference in multiple processes, such as processing received documents or completing a process.

An example of this is the procedure for archiving documents. If you make this a single central procedure, you can link it to both the receipt of invoices and the receipt of quotes — provided both are archived in the same way.

6.3 Creating a Copy or Reference

Creating a copy or reference goes as follows:

• Create a process step at the desired location.
• Press the pencil icon to edit.
• Click on the green area (search for an existing process or process step).
• Choose the process or process step. Searching by text is possible.
• A choice can be made between a reference or a copy.

The process step or an entire process is now inserted into the process at the selected location.

6.4 Connections Between Process Steps

The process steps can be connected to each other with lines running to the right, or downwards. Via the plus icon, a box with a new step can be added to the right or below. These boxes can be moved to another location with the mouse if desired.

A line connects both boxes. This line can be removed if desired by clicking on it and choosing “remove connection”.

A new connecting line between two boxes can be made by:

• Clicking the paperclip icon of the first box.
• Choosing a horizontal, vertical, or manual connection.
• Clicking the paperclip icon of the second box.

The difference between the connections is reflected in the color.

• Manual is gray
• Horizontal is orange
• Vertical is red

For a clear overview in larger diagrams, you can zoom in and out using the plus and minus signs in the top right of the page.

The direction and color of the connections indicate not only the route, but also the action.

• Horizontal: The process step directly contributes to the main process.
• Vertical: These are subprocesses that are not entirely clear or are changeable. These have an open end and are not connected to a next process step in the horizontal chain.

6.5 Gateways for More Complex Connections

Procedures do not always consist of process steps that are followed step by step. Sometimes there are multiple subsequent steps, of which one or more must be taken. To place these clearly in the process diagram, gateways can be used.

• A parallel gateway is used when multiple process steps must be executed simultaneously.
• An exclusive gateway is used when only one of the available routes may be followed.
• With an inclusive gateway, one, multiple, or all available routes are followed based on the situation.

Each gateway has its own icon, making it visually clear how the process flows.

A gateway can be placed by clicking on the diamond icon in a process.

6.6 Graphical Representation of Processes

In this way, every process can be mapped out in a clear visual manner so that it is transparent at a glance.

All boxes in the BOXapp processes can be moved and placed in the diagram in the clearest way for the user. The box can be moved to the desired location with the mouse, while the connections remain intact.

6.7 Printing Processes

A screenshot can be taken of the graphical representation of a complete process. This screenshot can be printed. The process can also be saved as a PDF or included in a document.

Taking a screenshot of a full process goes as follows:

• Go to the diagram of the relevant process.
• In the menu bar at the top, choose the icon with the arrow pointing upwards.
• Choose Screenshot there.

The graphical representation of the process is saved as a PNG file on the computer and the PNG can be printed or processed in, for example, documentation.

7 Including Information in Process Steps

BOXapp is an application that not only visualizes processes, but also serves as a central place where all information about the processes can be stored. Every process and every process step can be provided with references to relevant information and documents.

For example:

• Manual in PDF format.
• The link to a manufacturer’s website.
• A form that must be filled in at the process step.
• A letter that must be sent to a customer at the process step.
• A work schedule of the relevant department.
• An Excel sheet that must be updated at the relevant step.

These can be links, documents, images, forms or other types of files, but BOXapp also has resources that can be linked to a process or a process step, such as a telephone number, email address or WhatsApp number.

This information can be entered and consulted via the information of the relevant process or process step.

8 Exporting to a Task List

For a process, choose Export at the top of the screen and a task list for Excel is created in which the steps of the process are included.

This task list contains the most important information of a process, per process step, such as:

• Name
• Description
• Details
• Executor’s name
• Result
• Status

This task list can be used as a worksheet to tick off tasks, note the time spent, and make comments.

9 Exporting and Importing Processes

It is possible to export and import one or more individual processes. In this way, it is possible to restore processes from an earlier backup or to exchange processes if multiple BOXapps are used.

Restoring is dependent on the database version. When these are not identical, it is not possible.

Exporting is done by selecting the relevant process in the processes overview. Then you choose the export icon.

Below is the data which is exported and imported.

What	Import
Process name, description, detail, result and link	Adopted
Process category	Place this in category IMPORT
Process resources	Adopted and created
Process custom fields	Not adopted
Process steps, description, detail, result and link	Adopted
Process steps custom fields	Not adopted
Subprocesses with the process steps	Adopted in its entirety

Below is an example.

• Green: This data is adopted.
• Orange: This data is not adopted.
• Yellow: Categories are not adopted, but the process is placed in the IMPORT category.
• Blue: You are prompted for the status when importing.

Exporting a process

Follow these steps for exporting:

• Go to Processes.
• Check the box for the relevant process.
• Press the second icon (outgoing arrow).
• Confirm that you want to export.
• The process is saved locally on your PC.

It is possible to select multiple processes. But note, these will then be saved in one file, and therefore cannot be imported individually later.

If another process is included as a subprocess in the exported process, that process is also included in the export.

Exporting a process(Note: This section describes importing)

Follow these steps for exporting:

• Go to Processes.
• Press the third icon (incoming arrow).
• Select the file on your own PC.
• Specify the desired status.

10 Searching for Processes

For those who want to consult a process, or want to use resources of a process step, it is important that the process can be found quickly. That is why BOXapp has many search options to find the process and the required information.

A large number of filters can be found under the Processes menu option. Searching for a process can be done on the following fields:

• A used text
• Category
• Status
• Tag
• Author group
• Owner
• Resource
• Visibility

These fields can be combined: For example, a search for active processes of the Marketing department with the word Quote.

The results can also be sorted. This can be done on the following fields:

• Category
• Status
• Tags
• Owner

11 Reverting to Draft

A process can be reverted back to draft at any time.

• Go to the relevant process.
• Press the icon with the curved arrow.

The icon changes to an icon with an arrow with a line. This means the process is now in draft. By pressing the new icon there, it is placed back to active.

12 Changing the Password

It may be desirable or necessary to change the password for BOXapp, for example due to security guidelines or when the current password is no longer considered secure.

The password can be changed as follows:

12.1 A New Password

The password for BOXapp can be changed as follows:

1. In BOXapp, click on the green user box in the top right of the screen.
2. Select the Password option.
3. Enter the current password.
4. Enter the new password twice. This prevents errors due to, for example, a typo.
5. Choose Save.

The password has now been changed. The new password must be used at the next login.

12.2 Changing a Forgotten Password

When a user has forgotten their password, the standard procedure for changing a password cannot be used. In that case, an administrator can change the password.

An administrator can change the password as follows:

1. Open the BOXapp menu and select Categories.
2. Then choose Management.
3. Select Users.
4. Find the relevant user in the list and click the pencil icon behind the username.
5. Enter the new password and confirm this password.
6. Choose Save.
7. The administrator does not need to know the user’s current password for this. After saving, the new password is immediately active.

Why it is wise to change the password regularly

Information that is confidential or business-sensitive can be recorded within BOXapp. Regularly changing passwords contributes to the security of this data.

A password can fall into the hands of unauthorized persons in various ways, for example:

• Through a hack on a computer on which BOXapp is used, a password can be stolen.
• When the same password is used for multiple websites or applications, a data breach at another service can grant access to BOXapp.
• A password can be intercepted because someone is watching during entry.
• Passwords that are written down or shared with others increase the risk of unauthorized access.

By regularly changing passwords, the period during which a potentially leaked password can be abused is limited.

13 Backups

It is wise to make a backup regularly. This backup can only be made by an administrator and covers the entire database (i.e., all procedures).

It is possible to import and export an individual process. See the previously placed chapter for that.

13.1 Creating a Backup

Creating the backup goes as follows:

• Choose Management from the BOXapp menu.
• Choose System.
• Choose Backup/import database.
• Press the icon with the 3 disks (Create backup).
• Give the backup a clear name.
• Press Create backup.

A backup is made of all processes in the database. All associated data, including attachments, are also included in the backup.

It is possible to save a copy of the backup file to another location. This is extra safe.

• Check the desired backup.
• Press the icon with the arrow pointing down BEHIND the backup.
• Indicate the location and, if necessary, give the backup a different name.

This backup can later possibly be restored to the BOXapp server. To do this, press the icon with the arrow pointing up and select the zip file with the backup.

The zip file will now become visible again in the list of backups and can be restored.

13.2 Restoring a Backup

Restoring a backup is done via the same menu choices:

• Choose Management from the BOXapp menu.
• Choose System.
• Choose Backup/import database.
• Check the desired backup.
• Press the icon of the 3 disks BEHIND the backup.

To keep the list clear, and to free up storage space, older backups can be manually deleted over time. This can be done by checking the backup(s) and pressing theHere is the English translation of the manual:

1 Getting Started with BOXapp (Local)

BOXapp can be used locally or in the cloud. Below are the steps for using BOXapp via the supplied hardware in a local network.

Use the following steps to prepare the BOXapp for its first use.

• Connect the BOXapp to the network via a cable.
• Open a web browser and go to the page [http://boxapp.local/](http://boxapp.local/)
• Log in with the username admin@boxapp.local and the default password boxapp01!
• Go to Management -> Users and create a new user.
• Fill in the screen with your own details and select the user role Administrator.
• Log out using the green button in the top right corner.
• Log in with the email address of the newly created user.
• Go to Management -> Users, select the user admin@boxapp.local and change the password to a complex password.

2 User Management

Within BOXapp, users and access rights are managed by one or more administrators. User roles determine which actions a user is allowed to perform within the application.

2.1 User Roles

BOXapp has four standard user roles:

• Reader (Lezer): A user with the Reader role only has access to view processes. Creating, modifying, or deleting processes is not permitted.
• Author (Auteur): A user with the Author role can create new processes and modify their own processes. Processes belonging to other users cannot be adjusted.
• Editor (Editor): A user with the Editor role can create new processes and modify both their own processes and those of other users.
• Administrator (Beheerder): A user with the Administrator role has all available rights within BOXapp. Administrators can manage processes, create and modify users, assign user rights, and perform other management functions.

2.2 User Groups

In addition to individual users, user groups can also be created. A single group can be assigned in various places within the BOXapp.

• Author groups: Users in this group have the right to edit the process, in addition to the person who created the process.
• Owners: The assigned group is the owner of the process. An owner in the context of the BOXapp is the person or group of people responsible for the content of the process.

2.3 User Management

Users must be created by the administrator, and the password must be shared. Because the BOXapp can operate without the internet, it is necessary to manually share the initial password with the user.

3 Creating a Category (Domain)

Categories are used to organize information clearly within BOXapp. A category represents a main domain, such as Product Support, Projects, Customer Management, or Product Management.

Because BOXapp can be used for a wide variety of applications and workflows, there is no standard classification of categories available. The naming and structure of categories can be completely set up according to your own insights.

These are the steps to create a category:

• Go to Management → Categories.
• Click the button to create.
• Click on Select main category.
• Enter the desired name for the category (leave the selection blank).
• Press Save.

3.1 Creating a Subcategory

It is possible to create subcategories. But please note: Once a subcategory has been created, a subcategory must always be selected moving forward. It is therefore recommended to create a generic subcategory.

Creating a subcategory is done as follows:

1. Go to Management → Categories.
2. Select the relevant category.
3. Click the green plus sign next to the main category.
4. Choose Insert below.
5. Enter the name of the subcategory.
6. Press Save.

The first subcategory has now been created. More subcategories can be added:

1. At Manage Main Category, select the desired main category.
2. Choose the desired location for the new subcategory in the list.
3. Select the main category or subcategory above it and press the green plus.
4. Choose Insert below.
5. Enter the name of the new subcategory.
6. Press Save.

You can also select the subcategory below it, and then choose Insert above. The result is the same.

Subcategories always go exactly 1 level deep. Sub-subcategories are not used.

4 Starting a Process

Processes are central to BOXapp. A process is recorded in a workflow.

Before the content of a process can be elaborated, some basic workflow data must first be entered. This data forms the foundation for the further configuration and documentation of the process.

Creating a new process

Creating a new process and entering the corresponding data in BOXapp is done via the categories.

Follow these steps to create a new process:

1. Open the BOXapp menu and select Categories.
2. Select the desired category.
3. Choose the Create option.
4. Enter the necessary data for the process.
5. Save the process.

Next, the data related to this process can be entered.

4.1 Entering Process Data

When creating a process, the general process data is recorded first. This data provides a clear structure and makes it easy to find and manage processes.

4.1.1 Category

A category is linked to every process. The category determines which domain the process is placed in, for example, Customer Management or Human Resources. This can be selected from a list.

How to create a category or subcategory was discussed earlier in the “Creating a Category (Domain)” section.

4.1.2 Name

Invent a recognizable name for each process so that the specific process can be found quickly.

4.1.3 Description

Adding a description is recommended, especially when multiple users are working with BOXapp. This prevents the wrong process from being followed.

4.1.4 Details

Additional information about the process can be recorded in the Details field.

4.1.5 Client

If a process specifically relates to a client, a client can be linked to the process. This client can be selected from a list entered via the Management option in the main menu.

Linking a client can also be done at a later stage.

4.1.6 URL

Via the URL field, you can refer to additional online information. This could be, for example, a website, web page, PDF file, or other online available document.

4.1.7 Status

The status indicates the phase a process is currently in. Filling in a status is mandatory.

The following statuses are available by default:

• Draft (Concept): The process is still in development and is not yet in operational use.
• Operational: The process is ready and actively used.
• Archive: The process is no longer used but remains available for reference.

The administrator can also add custom statuses which can then be used. The administrator does this via the menu option Management -> Status -> Process status.

4.1.8 Tags

Tags make it easier to find processes and group similar processes together.

When adding a tag, an existing tag can be selected or a new tag can be created directly. No separate management action is required for this.

Tags can be managed under Management.

4.1.9 Author Groups

Author groups determine who is responsible for drawing up or managing the process. This can be an employee or a department.

Unlike tags, author groups must be created in advance. This can be done via the Management option in the main menu.

4.1.10 Owner

The creator of the process automatically becomes the owner.

Unlike tags, owners must be created in advance via groups. This can be done via the Management option in the main menu.

4.1.11 Custom Fields

BOXapp contains a large number of standard fields for recording process information. However, an organization may wish to register additional information that is not available within the standard fields.

To meet this need, administrators can create custom fields. If desired, these fields can be linked to specific categories so that they are only available within relevant processes.

When creating a custom field, the administrator defines a name and determines the type of field to be used. BOXapp supports various field types, including:

• Text field
• Numeric field
• Date field
• Checkbox
• Yes/no field
• Radio button
• Dropdown list
• Attachment field

Depending on the chosen field type, additional settings can be configured.

The administrator can set the entry of a field as mandatory.

After a custom field has been created and configured, it becomes available for use within the relevant processes. Users can fill in these fields at process steps so that additional information can be recorded in a structured manner.

Custom fields can only be created by an administrator. Authors and editors can use them in their processes.

4.1.12 Resources

A resource is an email, paper document, file, image, phone call, or any medium through which information can enter the system. These resources are sometimes used in many different places, and sometimes in just one place. But they are essential to the process.

These are added to provide an overview of where the resource is used and to clarify who does what with it. This adds value especially when the document flow or information carriers need to be made transparent.

The administrator creates resource types and resources in Management. Examples of resource types are email and spreadsheet. Examples of resources are an order confirmation email and a complaint email.

Below are the steps to add a resource to a process step. In this case, an order confirmation email.

• Click the pencil icon next to the relevant process step.
• Under resources, click the icon to create one.
• Click on Search for a resource.
• Select (in this example) order confirmation email.
• Press Save.
• And at the process step itself, press Save again.As an illustration, an email icon will now appear next to the process step.

By clicking on the paperclip icon at the top of the screen, a connection can be made between identical resources. A link is then created between all order confirmation email icons. This makes the route a resource takes transparent. Other emails may have the same icon but will not be included in this connection because they are a different resource.

An administrator can assign a different (unique) icon to each resource type via Management.

4.1.13 Public

By checking Public, the process only becomes visible to the owner and the users of an associated author group.

Saving Process Data

Choose to save when all process data has been entered. The process will then open in the next screen, where the substantive steps and components of the process can be recorded.

4.2 Cloning or Reusing an Existing Process

If a new process is very similar to an existing process, a copy can be made of the earlier process to then modify it.

To make a copy, click on the double document icon in the list of processes.

However, BOXapp also offers the possibility of using process steps from another process within a new process. You have the choice to either copy the steps or link to them. In the latter case, the process steps will update automatically if they are changed in the original process.

For more information on copying or linking to process steps, see further down in this manual.

5 Entering Process Steps

After the basic data of a process has been recorded, the content of the workflow can be set up. This is done via process steps.

After opening the process, one blue box is displayed containing the name of the process. This box is the starting point of the workflow.

A green box is also displayed. This is the first process step.

The third automatically created box is orange and marks the end of the process.

Note! These are the default colors. Colors can be assigned differently by the administrator. This can be done via the menu System -> Diagram parameters.

By clicking the pencil icon in the blue box, the general process data (as mentioned above) can be adjusted and supplemented.

By clicking the pencil icon in the green box, the data for the first process step can be entered. This corresponds with process data but in this case, only applies to the specific step.

By clicking the plus icon on the right side of the blue box, a subsequent process step can be added. Clicking the pencil icon again allows you to enter the data for it.

An added process step is displayed in a green box. From this process step, a next step can be added to the workflow.

5.1 Example of Process Steps

In the example, after the step ‘Consulting an address list’, the next step added is: ‘Placing suitable companies in a mailing list’.

During the elaboration of the process, it turns out that the used list also contains companies that are already customers. These companies must be excluded from the mailing. This requires an additional step: cleaning up the list.

This step can be placed as a separate process step between the existing steps. Because cleaning up is part of selecting suitable companies, it is clearer to place this step directly under the first process step.

In this way, the structure of the workflow remains logical and clear.

The previous example shows a simple representation of a small part of a process. In the same way, entire workflows and processes can be recorded as a clear process flow.

Process steps can be added, modified, or deleted at any time. In addition, supplementary information can be linked to each process step so that the necessary knowledge and instructions are immediately available within the process.

The following chapters will cover the more extensive features of BOXapp, including linking processes.

6 Including an Existing Process or Process Step

When documenting a new process, process steps that were previously created in BOXapp might appear. It can also happen that an existing process is entirely part of a new workflow.

To prevent duplicate work, existing processes and process steps can be reused and linked to a new process.

When linking existing components, there are two possibilities:

6.1 Copying Process Steps

An existing process or process step can be copied and then included in a new workflow.

A copied component is entirely separate from the original process or process step. This allows changes to be made without affecting other processes where the original component is used.

Likewise, changes to the original process or process step have no effect on the copied version. After making a copy, both components are managed separately.

When creating a new process step, you can click on the green bar with the text “Search for an existing process or process step”. You can then choose from existing processes and process steps, and choose between a copy or a reference link.

6.2 Referencing a Process or Process Step

In addition to copying a process or process step, a reference link can also be made to an existing component.

A reference initially looks the same as a copy, but functions differently. With a reference, the component remains linked to the original process or process step. Therefore, no new, independent version is created.

This means that changes to the original process or process step are automatically implemented in all processes that refer to this component. Similarly, changes made from the reference itself are visible on the original process step and in all other places where it is used.

Using a copy is especially suitable when a process or process step needs to be modified independently. A reference is intended precisely for using one central process step in multiple places and managing it centrally.

An example of this is a procedure for archiving documents. By creating one central procedure for document archiving, this procedure can be included as a reference in multiple processes, such as processing received documents or completing a process.

For instance, if you create one central procedure for this, you can link it to both the receipt of invoices and the receipt of quotes — provided both are archived in the same way.

6.3 Creating a Copy or Reference

Creating a copy or reference is done as follows:

• Create a process step in the desired location.
• Click the pencil icon to edit.
• Click on the green block (search for an existing process or process step).
• Choose the process or process step. Text search is possible.
• You can then choose between a reference or a copy.

The process step or an entire process is now inserted at the selected location in the workflow.

6.4 Connections Between Process Steps

Process steps can be connected to each other with lines running to the right or downwards. Using the plus icon, a box with a new step can be added to the right or below. These boxes can be moved to another location with the mouse if desired.

A line connects both boxes. This line can be removed if desired by clicking on it and choosing “remove connection”.

A new connecting line between two boxes can be created by:

• Clicking the paperclip icon on the first box.
• Choosing a horizontal, vertical, or manual connection.
• Clicking the paperclip icon on the second box.

The difference between the connections is reflected in their color:

• Manual: Grey
• Horizontal: Orange
• Vertical: Red

For a clear overview of larger diagrams, you can zoom in and out via the plus and minus signs in the top right corner of the page.

The direction and color of the connections indicate not only the route but also the action.

• Horizontal: The process step directly contributes to the main process.
• Vertical: These are subprocesses that are not entirely clear or are variable. These have an open end and are not connected to a next process step in the horizontal chain.

6.5 Gateways for More Complex Connections

Procedures do not always consist of process steps that are followed step by step. Sometimes there are multiple follow-up steps of which one or more must be taken. To place these clearly in the process diagram, gateways can be used.

• A parallel gateway is used when multiple process steps must be executed simultaneously.
• An exclusive gateway is used when only one of the available routes may be followed.
• With an inclusive gateway, one, several, or all available routes are followed depending on the situation.

Each gateway has its own icon, making it visually clear how the process flows.

A gateway can be placed by clicking on the diamond icon in a process.

6.6 Graphical Representation of Processes

Every process can be mapped out in a clear visual way so that it is comprehensible at a glance.

All boxes in the BOXapp processes can be moved and placed in the diagram in the way that is clearest for the user. The box can be dragged with the mouse to the desired location, while the connections remain intact.

6.7 Printing Processes

A screenshot can be taken of the graphical representation of a complete process. This screenshot can be printed. The process can also be saved as a PDF or included in a document this way.

Taking a screenshot of a complete process works as follows:

• Go to the diagram of the relevant process.
• In the menu bar at the top, select the icon with the upward arrow.
• Choose Screenshot there.

The graphical representation of the process will be saved as a PNG file on your computer, and the PNG can be printed or incorporated into documentation, for example.

7 Including Information in Process Steps

BOXapp is an application that not only visualizes processes but also serves as a central hub where all information regarding processes can be stored. Every process and process step can be equipped with references to relevant information and documents.

For example:

• Manual in PDF format.
• A link to a manufacturer’s website.
• A form that needs to be filled out at the process step.
• A letter that needs to be sent to a customer during the process step.
• A work schedule for the relevant department.
• An Excel sheet that needs to be updated at that specific step.

These can be links, documents, images, forms, or other types of files, but BOXapp also supports resources that can be linked to a process or process step, such as a phone number, email address, or WhatsApp number.

This information can be entered and consulted via the details of the relevant process or process step.

8 Exporting to a Task List

Select Export at the top of the screen in a process, and a task list for Excel will be generated containing the steps of the process.

This task list contains the most important information of a process, per process step, such as:

• Name
• Description
• Details
• Name of executor
• Result
• Status

This task list can be used as a worksheet to check off tasks, log time spent, and add comments.

9 Exporting and Importing Processes

It is possible to export and import one or more individual processes. This makes it possible to restore processes from an earlier backup or to exchange processes if multiple BOXapps are in use.

Restoring does depend on the version of the database. If these are not identical, it is not possible.

Exporting is done by selecting the relevant process in the processes overview. Then, choose the export icon.

Below is the data that is exported and imported:

What	Import Status
Process name, description, detail, result and link	Adopted
Process category	Placed in the IMPORT category
Process resources	Adopted and created
Process custom fields	Not adopted
Process steps, description, detail, result and link	Adopted
Process steps custom fields	Not adopted
Subprocesses with process steps	Adopted in its entirety

Below is an example regarding colors:

• Green: This data is adopted.
• Orange: This data is not adopted.
• Yellow: Categories are not adopted, but the process is placed in the IMPORT category.
• Blue: You will be asked for the status during import.

Exporting a Process

Follow these steps to export:

• Go to Processes.
• Check the relevant process.
• Click the second icon (outgoing arrow).
• Confirm that you want to export.
• The process will be saved locally on your PC.

It is possible to select multiple processes. But please note, these will then be saved in a single file and therefore cannot be imported separately later.

If another process is included as a subprocess in the process being exported, that process will also be included in the export.

Importing a Process

Follow these steps to import:

• Go to Processes.
• Click the third icon (incoming arrow).
• Select the file on your own PC.
• Specify the desired status.

10 Searching for Processes

For anyone wishing to consult a process, or use the resources of a process step, it is important that the process can be found quickly. Therefore, BOXapp has many search options to find the process and the necessary information.

Under the Processes menu option, a large number of filters can be found. Searching for a process can be done on the following fields:

• A used text
• Category
• Status
• Tag
• Author group
• Owner
• Resource
• Visibility

These fields can be combined: For example, a search for active processes from the Marketing department containing the word “Quote”.

The results can also be sorted. This can be done by the following fields:

• Category
• Status
• Tags
• Owner

11 Resetting to Draft

A process can be reset to draft status at any time.

• Go to the relevant process.
• Press the curved arrow icon.

The icon changes into an icon of an arrow with a line. This means that the process is now in draft status. Pressing the new icon will return it to active status.

12 Changing the Password

It may be desirable or necessary to change the password for BOXapp, for instance due to security guidelines or when the current password is no longer considered secure.

The password can be changed as follows:

12.1 A New Password

The password for BOXapp can be changed as follows:

1. Click on the green user box in the top right corner of the screen in BOXapp.
2. Select the Password option.
3. Enter the current password.
4. Enter the new password twice. This prevents errors from typos, for example.
5. Choose Save.

The password is now changed. The new password must be used at the next login.

12.2 Changing a Forgotten Password

If a user has forgotten their password, the standard procedure for changing a password cannot be used. In that case, an administrator can change the password.

An administrator can change the password as follows:

1. Open the BOXapp menu and select Categories.
2. Then choose Management.
3. Select Users.
4. Find the relevant user in the list and click the pencil icon behind the username.
5. Enter the new password and confirm this password.
6. Choose Save.
7. The administrator does not need to know the user’s current password for this. After saving, the new password is immediately active.

Why it is wise to change passwords regularly

Confidential or commercially sensitive information can be recorded within BOXapp. Regularly changing passwords contributes to the security of this data.

A password can fall into the hands of unauthorized persons in various ways, for example:

• A password can be stolen via a hack on a computer where BOXapp is used.
• If the same password is used for multiple websites or applications, a data breach at another service can grant access to BOXapp.
• A password can be intercepted if someone is watching while it is being entered.
• Passwords that are written down or shared with others increase the risk of unauthorized access.

By regularly changing passwords, the period during which a potentially leaked password can be abused is limited.

13 Backups

It is wise to make a backup regularly. This backup can only be made by an administrator and covers the entire database (i.e., all procedures).

It is, however, possible to import and export an individual process. See the previously included chapter for that.

13.1 Creating a Backup

Making a backup is done as follows:

• Choose Management from the BOXapp menu.
• Choose System.
• Choose Backup/import database.
• Press the icon with the 3 disks (Create backup).
• Give the backup a clear name.
• Press Create backup.

A backup is made of all processes in the database. All associated data, including attachments, are also included in the backup.

It is possible to save a copy of the backup file in another location. This adds extra security.

• Check the desired backup.
• Press the icon with the downward arrow BEHIND the backup.
• Specify the location and optionally give the backup a different name.

This backup can later be restored to the BOXapp server if necessary. To do this, press the icon with the upward arrow and select the zip file containing the backup.

The zip file will now become visible in the list of backups and can be restored.

13.2 Restoring a Backup

Restoring a backup is done via the same menu choices:

• Choose Management from the BOXapp menu.
• Choose System.
• Choose Backup/import database.
• Check the desired backup.
• Press the icon with the 3 disks BEHIND the backup.

To keep the list uncluttered and to free up storage space, older backups can be manually deleted after a while. This can be done by checking the backup(s) and pressing the trash can icon.

14 Using the BOXapp Forum

Additional information about using BOXapp is available on BOXapp.nl. Furthermore, a forum is available where users can ask questions and contact the developers.

To access this community for BOXapp users and developers, a separate user account is required. This can be created on BOXapp.nl.