Define your processes

Process definition maps the processes that run through your inboxes. You pick the integrations to look at and answer a few short questions about your company. Tekst then reads your messages and suggests a set of processes, covering the ones you already know and the ones you may not have spotted yet.

This article walks you through the process definition steps from start to finish. If you are new to processes, read the "What is process mining?" article first.

Before you begin

Make sure you have:

• Admin or Contributor access to the Tekst platform.
• At least one connected, healthy inbox integration with messages to analyze.

Open process definition

You can start process definition from two places:

• On the Processes page, select Define processes in the banner at the top. If you dismissed the banner, the Define processes button sits next to Add process in the toolbar.
• On the Home page, select the process definition announcement.

The steps appear on the left of the screen, with an overview at the top that shows where you are. Use Continue to move on, Back to return to an earlier step, and Skip to leave out a question you do not want to answer.

Step 1: Choose which integrations to include

Select the inboxes Tekst should analyze. You need at least one to continue.

For more focused results, pick integrations from a single department. Mixing inboxes from teams with very different work tends to produce a broader, less precise set of processes.

Step 2: Tell us about your company

Write a couple of sentences about what your company does. This helps Tekst understand the language and the kind of requests in your messages.

You can also add documents that describe your company, such as a company presentation or a product overview. Select the + button in the text box, then drop your files in the Add company context dialog:

• Supported file types: PDF, text (TXT, MD, RTF, CSV), PowerPoint (PPT, PPTX), and Excel (XLS, XLSX).
• Maximum 25 MB per file, and up to 10 files in total.

Step 3: Name the roles that work in your inboxes

List the roles of the people who handle the selected inboxes, for example "Customer service agent" or "Order desk". Add one role at a time.

Step 4: List the processes you already know

Add the names of processes that already exist in your company, for example "Order entry" or "Return request". Tekst takes these into account when it builds the list, and can still suggest processes you did not name.

Step 5: Review sample messages

Tekst picks up to three sample messages from the selected integrations. Each one opens on the right side of the screen. For every message:

1. Under Which process does this message belong to?, enter the process name.
2. Optionally, under Why is this message part of that specific process?, explain your reasoning.

These examples show Tekst how your team thinks about its work, so the more accurate they are, the better the result.

If you change the selected integrations after this step, Tekst picks new sample messages and your answers to the old ones are cleared.

Start the definition

On the last step, select Start definition.

If you skipped every question, Tekst asks whether you want to Start without any context? You can still select Start anyway, but the result will be rougher. Select Add context to go back to the first step and fill in a few details.

What happens next

Tekst creates a process model and opens it. While the definition runs, the model shows a Discovering processes progress bar. This takes a couple of minutes, and you can leave the page in the meantime.

When it finishes, the model lists the processes Tekst found. You can review, edit, and publish them from there. For how models work in general, see What is a classification model?.

If the definition fails, select Try again to restart it. If it keeps failing, contact support@tekst.com.

Leaving before you start

If you close process definition before you select Start definition, Tekst asks you to confirm. Select Stop and discard to leave, or Keep going to stay. Your answers and uploaded files are not saved, so you will need to enter them again next time.