Frequently Asked Questions

Questetra BPM Suite is a cloud-based Business Process Management System. (SaaS BPMS)

Business Systems can be developed by drawing workflow diagrams. No coding is required. Not only will the daily work be digitized, it will also be possible to promote unmanned and automated operations. (DX, Workflow Automation)

Questetra BPM Suite can be used for both professionals.

Information Systems have solved the problems of the IT department. However, with the emphasis on Digital Transformation, the user department needs to be able to solve their business problems immediately (By User Concept). Questetra believes that the IT skills required to solve the problems must not be high.

That is work for which information on each issue is delivered by paper, email, telephone, etc.

You can see improvements across your organization through paperless, digitalization (digital transformation), and automation. Above all, it can be said that the improvement effect is easy to measure in “the work which is triggered by an event outside the organization in a certain frequency“. (For example, the Business Process which starts with the order email that arrives every day and to be followed with the steps such as approval and ordering).

Referring page :
“Why My Boss won’t Draw a Workflow Chart?”

We think it’s especially „Information“ category. (Reference : Industry Category Code List)

No need to use programming or to integrate, when you get started to use BPMS. Alternatively, it is true that connecting BPMS to other SaaS applications or enterprise systems brings you more benefit though. In other words, if you could implement „To process correctly and without fail (IT business process controls)“ in your company, it would be possible to get an advantage without regard to your industry.

Yes. Questetra BPM Suite is a cloud service of SaaS type.

All features such as Workflow and Modeling can be used with just a web browser such as “Google Chrome” or “Microsoft Edge”. There is no need to install software on customer-managed computers (PCs or data centers). All features such as Workflow and Modeling can be used with just a web browser such as “Google Chrome” or “Microsoft Edge”. There is no need to install software on customer-managed computers (PCs or data centers).

Referring page :
Supported Browsers

Yes. On Questetra BPM Suite, you can develop business systems (Workflow Apps) with No-Code (Non-program/Program-less/Programming-less).

No programming knowledge is required. However, if you want to place your own automated processing step (Script Task or Addon Service Task) in the middle of a Business Process, you need knowledge of ECMAScript (Low-Code Development). Also, if you want to dynamically decorate the input form of the user Task, knowledge of jQuery etc. is required.

Referring pages :
M230 Auto Executing Complicated Data Processing (ECMAScript)
M416 Create your own Auto-Step for Business Process Definitions
M213 Guidance Descriptions on the Operating Screen (HTML/JavaScript)

Yes. You can try the same functions as the paid edition for free (Trial mode). Even though its server performance is not guaranteed, you can register up to 100 users and use it for 60 days.

Questetra BPM Suite is a Model-Driven No-Code development environment which allows us developing business systems.

It is provided in the form of SaaS. The business flow chart (diagram) is defined by placing the BPMN icon with Drag & Drop. In addition to being the “development environment” of the business system, it also serves as the “execution environment”.

Questetra BPM Suite is classified as SaaS according to the NIST definition.

For example, the task management function “My Tasks” (function to list underwritten issues), of the person in charge of handling (worker) and the internal social networking feature “Open Chat” (function to chat by linking the issue ID) are automatically upgraded by Questetra, and the customer (user) has no control. However, Questetra BPM Suite also serves as the “execution environment” of Business Process definitions (Workflow Apps). In other words, it also has the character of PaaS (it cannot execute binary format). In recent years, some market research companies have been classified as “aPaaS” as “services providing a development environment and deployment environment”. In that case, because the focus is on the productivity (High-Productivity) of the Workflow Apps rather than the control capability (High-Control) of them, it is subdivided into “high productivity aPaaS” (hpaPaaS). (High Productivity Application Platform as a Service)

Yes. In case, such as, if all employees must submit a daily report on the “Daily Report Flow”, place a Timer Start Event and set it to “7 o’clock every morning on weekdays”. Moreover, it is possible to prevent a situation like “a lot of duties are accumulated in My Tasks” by adding a setting such as “Naturally disappears if not submitted within 24 hours”.

Referring page :
M217 Setting a Time and Date to Auto-Start a Process

Yes. User accounts are grouped in “Organization” (with tree structure) or in “Role” (without tree structure). A User account can be assigned to multiple groups.

Referring page :
R3031 Examples of an Organizational Tree

HTML5 version.

Google Chrome, Mozilla Firefox, Microsoft Edge… The need for supporting Multi-Browser in the Web system is very high, and for business systems, there is additional need for support for older versions. In Questetra BPM Suite, all drawing of Workflow Diagrams had adopted Adobe Flash Technology by Adobe Inc. However, HTML5 Technology by the international standards organization W3C has been implemented in many browsers, therefore, functions concerning the Workflow Diagrams of Questetra BPM Suite was gradually being replaced with HTML5 Technology. In April 2020, all functions including the modeling function (for Workflow Designer) no longer depend on Adobe Flash Technology. (Both HTML5 version and Flash version were available during the transition period, but Flash version is not available after April 2020.)

Yes. It is also possible to operate “a Workflow App that does not involve human labor at all”.

In a case if a trigger (Start Event) is set to “Catching Email”, “Incoming Webhook” or “Timer Start”, etc., and there is no human Task (user step) on the way (e.g. composed of only automatic step and email transmission event), the whole Process ends without human involvement. In other words, you can use as “System Integration Platform” (iPaaS / Integration Platform as a Service, cloud-based Enterprise Application Integration). For example, a Workflow App that automatically stores incoming email attachments in Google Drive can be developed with No-Code and operated.

Yes. All instance flows according to the flow (arrow path). Therefore, by adding the “Returning flow” to the upstream Step, it is possible to choose “send-back to the upstream Step” when an instance arrives. However, it depends on the policy of the Process Owner (a person in charge of designing the App) whether or not to define, for example, the Step of “sending order confirmation” as a Step that can be sent back.

Referring page :
M204 Set a Loop Structure
M401 Settings: Separate the Application and Reworking Steps for the sake of Easy Monitoring

Yes. Basically, define so that both “General Manager” and “Deputy General Manager” (all members) can undertake the concerned task. Alternatively, it is possible to design a business process definition in which “Deputy General Manager” will be able to undertake only after 24 hours elapsed.

Referring page :
M209 Nomination by Organization and by Role

You can if the Workflow is “designed to be possible to start from a human Step”. It is useful in cases, for example, when you” want to input order data that is similar to the contents of the previous order with less effort” (Order Reception Process), or “want to start over from the first Step” (Decision-making Process).

Referring page :
M103 Starting with Past Data

Yes. If “File type data” is assumed as one of the Data Items in the Workflow, Operators (workers) can exchange any business file (Excel/PDF/JPEG). The Workflow App designer is also able to limit the file size or the number of files to be attached.

Referring page :
M205 Business Data Items

Yes. Under Japanese law, If you want to digitally store “paper receipts and invoices received from the other party” (as National Tax Documents/7-year preservation documents), not only image filing (self-signature on paper and smartphone photography) but also Timestamping is mandatory. (Electronic Bookkeeping Act/Corporate Tax law/Corporate Law). As of April 2019, it is not possible to build a mechanism that can automatically acquire “Japan Data Communication Association Time Stamp” with standard function alone.

Yes. By placing a gateway (diamond icon) in the middle of the Workflow, the “path to go” will be automatically determined according to the data of the instance. It is also possible to combine multiple conditional expressions.

Referring page :
M203 Parallel, Single Split and Multiple Split

Yes. It is possible by placing an “Intermediate Event” for sending an email in the middle of a Workflow. An email will be sent each time an instance arrives at it. It is possible to automate, for example, “Sending thanks email to customers in Order-acceptance Process”, or “In-house credit check rejection alert”.

Referring page :
M224 Auto Sending of Email with Business Data Inserted

Yes. In the case of simple processing, place “Service Task”, an Automated Step, and set the data updating formula. If you have JavaScript knowledge, place a Step where business data is processed by Scripts (Script Task). Every time an instance arrives, the necessary data is read and the data to be updated will be updated. In addition, it is also possible to acquire and use packages of an automated Step that contains scripts (Add-on).

Referring pages :
M227 Auto Executing Data Binding, Arithmetic Operations
M230 Auto Executing Complicated Data Processing (ECMAScript)
M415 Adding an Auto-Step to be Used in a Business Process Definition

Yes. You can by placing a “Start Event” for email reception at the beginning of a Workflow. The Workflow will start automatically each time a new email is received. In addition to developing “Inquiry Response Process”, etc., it can also be used when linking with other systems.

Referring page :
M218 Auto Start Triggered by Incoming Email

Yes. By placing the “Start Event” for webhook reception or for REST reception, you can construct a mechanism to automatically start a Workflow when an HTTP request is received. In addition to “Order-acceptance Processes” that are linked to the existing EDI system, you can also develop business Processes that are automatically started by receiving a Webhook notification from PayPal or kintone.

Referring page :
M221 Auto Starting Triggered by HTTP Request

Yes. If you contract with Internet Fax services, you can develop “Fax circulation Workflow” and so on. Specifically, it is done by the setting of receiving the “Fax reception notification email” at “Start Event” for email reception.

Referring page :
M219 Auto Start Triggered by Incoming Fax

Yes. APIs to control the Workflow platform (systemwide) are provided. (OAuth 2.0 Grant Type Authorization Code, Basic Authentication)

It is also possible to run a “Workflow App that stands-by for REST (Webhook)”. In addition, on the contrary to those, it is also possible to operate “Workflow Apps that automatically send out a REST request in the middle of a Business Process”. (OAuth 2.0 Grant Type Authorization Code, Basic Authentication)

Referring pages :
M417 Utilising the Workflow-platform APIs to Make Settings for Users, Organizations, etc.
M418 Utilising the Workflow-platform APIs to Control Issues or to Grant the Privilege for Apps
M230 Auto Executing Complicated Data Processing (ECMAScript)
M416 Create your own Auto-Step for Business Process Definitions

Yes. It can be used in close coordination with Google Workspace. Please register your Google Workspace Domain (URL) in the setting menu of “Google Connectivity” (with system administration authority). Export of accumulated data to Spreadsheets, Calendar synchronization of deadline information, etc. can be done with one click operation.

Yes, you can connect SaaS apps to automated tasks on Questetra BPM Suite.

As of September 2021, you can collaborate our platform with the brands below;
Google Drive, Google Calendar, Google Sheets, Microsoft 365, kintone, Box, and Slack.

Using the following tasks on Questetra makes connected SaaS apps automatically controllable.

• Google Drive: Upload File, Create Folder, Delete File / Folder, Search Folder
• Google Calendar: Insert Event, Move Event to another Calendar, Delete Event
• Google Sheets: Create File, Download Choice Data, Append New Row, Append New Rows (Table type data)
• Microsoft 365 OneDrive for Business: Upload File, Copy File / Folder, Create Folder, Delete File / Folder
• Microsoft 365 Excel: Insert New Row
• Box: Upload File, Copy File, Move File, Delete File, Create Folder, Search Folder, Create Shared Link to Folder, Delete Shared Link of Folder, Delete Folder
• kintone: Add New Record, Get Record, Update Record, Delete Record, Upload File, Download File, Download Choice Data
• Slack: Post Chat (Bots), Post Chat (Incoming Webhook), Upload File (Bots)

Referring page :
Auto-processing Tasks

Yes. It is already not uncommon for cases such as robots are registered as Operators (workers) to be assigned (or to support) with specific “human task”. (Cooperation between RPA and BPMS) In such a situation, there are cases to be processed through a user interface for human and to be processed through API communication. In addition, if it is possible to replace “human task” with “automated Step”, it is possible to automate (unmanned) without relying on RPA (Robotic Process Automation).

Referring page :
Related Posts

It is an IT tool that supports the continuous improvement cycle of a business system.

A designing personnel (Process Owner) develops business systems (Workflow Apps) with the graphical modeling tool and activates them. Working personnel (workers) enter the outputs of undertaken tasks. The time required and the status of stagnation are aggregated graphically to help improve the business system. (BPM Suite, Business Process Management System)

Product category names and categorization methods vary greatly by market research company and vary from year to year.

“Workflow Management Software” is a category name used by MarketsandMarkets, Zion Market Research, etc., and is estimated to be USD 5.2 billion in 2018. Compared to USD 3.1 billion of BPMS and iBPMS such as Gartner, this is a category that refers to a wider product group. The inclusion relationship with the BPMS category is ambiguous, but it can be said to be a product group that focuses on automation and synchronization.

It is the abbreviation of Business Process Management. It is corporate activities that manage changes in business process definitions.

It will apply the PDCA cycle to daily work procedures such as “order fulfillment” or “Quotation issuance”, in order to improve work quality and reduce the time required, etc. It can be said that compared with general management activities such as MDM (Master Data Management) or CRM (Customer Relationship Management), there are difficulties such as; 1) knowledge of business situation is required, 2) knowledge of new methods and technologies are required, 3) leadership to promote change is required, and 4) uniform KPIs cannot be applied.

Referring page :
Business Process Management (Wikipedia)

It is the abbreviation of Business Process Model and Notation.

It is a business process drawing notation (OMG: ISO 19510), which was devised with the goal of “a lot of people can understand the flow of work intuitively”. Not only the form of “Split icon” and “Task icon” but also the symbol within the icon etc. are defined. This format has become widely used in tools for drawing and defining.

Referring page :
Questetra BPMN Introduction

BPMS includes workflow features.

The Workflow feature, also referred to as “process execution engine”, is the most important function of BPMS. The Run-time Workflow function controls the path that each issue should follow and passes “issue data” to the operator of the downstream process. In addition, BPMS is required a Modeling function and a version control function at the time of design (Design-Time). Many systems aim towards dynamic system changes through Model-Driven No-Code/Low-Code development. However, for a worker, it looks just a Workflow system.

Business process definition (process model) is referred to as “Workflow App” in Questetra BPM Suite.

The definition file is XML based and the extension is qar. In addition to the setting information about “business flow diagram, in-charge rule, data input screen” is stored, there may be a case such as Template PDF (PDF including Fillable PDF / AcroForm), Addon module, etc. are contained. By importing the acquired definition file, you can immediately operate a new (Ver 1) business system. More than 500 samples are available on the support site, etc.

BPMN terms: one of the automatic processing steps.

When a token reaches the step, prescribed processing is performed automatically in the workflow platform (server side). Specifically, processing such as “Generate PDF File” and “Save File to Google Drive” is performed. By importing definition files, it is possible to increase the number of automatic tasks available for modeling. Custom addon (implementation of definition file) is possible, but in that case JavaScript programming knowledge (Nashorn or Rhino) is required.

Referring pages :
M227 Auto Executing Data Binding, Arithmetic Operations
M228 Auto Generating a PDF File with Business Data Inserted
M229 Auto Backup to Google Drive
M416 Create your own Auto-Step for Business Process Definitions
Add Automatic Processing Process (Addon)

That means „The automation of delivery“ and „Automatic processing of a specific step / Process automation“.

It is discussed in two contexts. The first point is that the delivery of the ball of an issue will be automated (the automation of delivery). That is, when output is registered at the upstream step, the workflow engine (process execution engine) notifies the candidate of the operator of the next step. If the candidate is defined as “the applicant’s superior”, it will automatically be listed in the superior user’s “My Tasks”. The second is the idea that the intermediate steps will be processed unmanned (automatic processing of a specific step/Process automation). The second is the idea that the intermediate steps will be processed unmanned (automatic processing of a specific step/Process automation). That is, if the automatic processing step “Invoice PDF automatic generation” has been defined, a “PDF with data on the issue inserted” (e.g. an invoice with “January 2020”, “20u 200usd”, etc) will be automatically generated every time an issue arrives.

It is a coined word combining QUEST and TETRA (four in Greek).

Questing for business improvement by utilizing the PDCA cycle. (Plan: modeling, Do: operating, Check: monitoring, Act: optimizing recovering)

Questetra, Inc. was founded in Apr. 2008. Questetra BPM Suite SaaS Edition was launched in Sep. 2009.

Questetra is headquartered in Kyoto, JAPAN. 3 minutes walk from “Karasuma Oike” station at Kyoto Municipal Subway from Kyoto Station. See the Access Map for the detail.

Kyoto is a distinctive city. Kyoto used to be the capital of Japan for more than 1,000 years, where the old and the new are blended in well-balanced now. The best place for innovative thinking.