Capena turns the way your company works into processes people actually follow. Every case feeds the indicators management looks at, so the numbers on the dashboard have a source you can open. The repetitive parts (emails, lookups in SAP or your databases, API calls, reading documents, reminders) run by themselves. You set them up by picking from lists.
Free 14-day demo workspace. No card. Pricing will be announced at launch.
See it run
Pick an example. Each case moves to the next role on its own; rules check the work, automations do the routine part and the KPI counts the result.
A simulation of demo processes, built from the same steps, rules and automations you configure in the workflow designer. Every second case is sent back once, as real work sometimes is.
What it is for
A return, an approval or an audit finding moves through email, an Excel tracker, a chat message and someone’s memory. Nobody can say where it is, and the monthly KPI is rebuilt by hand. Capena gives that work a defined path, an owner at every step and a number at the end.
Process studio with AI
Scroll to follow a customer return from a paragraph of text to a published workflow. Every stage, path, form and automation the AI proposes lands in the same studio you would use by hand, and you decide what stays.
Open Create with AI and write what happens, who does it and when. A paragraph is enough. The AI drafts the stages, roles, forms, paths, automations and KPIs from it.
Runs on Claude or on a local Ollama model that your administrator connects.
When something is unclear, the AI asks: who approves, which fields are required, what happens at a deadline. Each question offers two to six options and room for your own answer.
You can go back and change an answer before it continues.
The plan is drawn on the same canvas as the editor. Each stage is marked Planned, Building or Configured as the AI works through it. Select a stage to see its form, defaults and owner.
The AI sees your description, your roles and the names of published resources. Data source records and credentials stay on the server.
Approvals, branches and return paths are connected between the stages. Every AI proposal waits for your choice before it is applied.
Later you can ask for changes in plain words, such as “add a check by finance”, and review the difference.
Every step gets its fields: choices, files, amounts and tables. Visible, required and read-only rules are part of the step and are checked on the server.
Open Form preview to fill the form exactly as your colleagues will.
Lookups, emails, API calls and reminders are attached to the steps where they belong, using the connections your company has already published.
Each automation stays editable on the Automations tab.
Apply the draft to the editor as one change you can undo. Run the issues check and the simulation, send it for review, and publish when a second person approves.
Prefer to build by hand or already have BPMN 2.0 files? The same studio does both.
Automations
Every automation is three choices: when it runs, an optional condition, and what to do. The process owner sets it up in the same designer as the steps, picking fields and connections from lists.
a case starts · a step opens · a step is completed · a path is taken · the case is closed · time passes in a step
Compare form fields, or reuse a tested rule from the rule library. Leave it empty to always run.
One or more actions in order, from the list below.
Automatic intake
Turn incoming requests into processes with owners, steps and evidence. Configure the source, check what matches and choose what to keep.
Watch an IMAP folder automatically. Filter by sender and subject, and preview recent messages before enabling the rule.
Receive signed JSON webhooks and start the selected process. Pick a matching field from a sample event and preview the result.
Integrations
An administrator connects a system once (test button included), has the connection reviewed, and from then on every process in the company can use it. Credentials stay encrypted on the server; people only ever pick the connection by name.
Read KPI values and form choices from approved views. Write rows back to SQL Server, MySQL, MariaDB and PostgreSQL.
Call HTTPS APIs from a step, start processes from signed webhook events, or resume waiting processes through signed callbacks.
Start a process from an Outlook email, work with SharePoint, OneDrive and Google Drive files under each user’s own account, send mail through Microsoft 365.
Watch incoming email folders to start processes, save chosen message content and attachments, and send email or SMS from automations.
Import spreadsheets, read scanned documents, search inside them, and export procedures and processes to Word or PDF.
Import BPMN files from other tools. Draft a process from a plain description with Claude or a local Ollama model; AI is off until you connect it.
Missing a system? If it has a REST or SOAP API, a database view, a webhook or an Excel/CSV export, it can be connected.
Who gains what
The same workspace serves the person doing the work, the one managing it and the one checking it. Choose a role to compare its day today with its day in Capena.
See how the company performs without waiting for the monthly report.
Know the workload, the bottlenecks and whether the rules are followed.
Less searching and retyping, clearer next steps.
Evidence that collects itself while people work.
Fewer spreadsheet macros and one-off integrations to maintain.
Department by department
Start with one department and one process. The same designer, rules, automations and dashboards then carry over to the next one.
| Department | Processes | How Capena helps | KPI that shows it |
|---|---|---|---|
| Sales and commercial | Customer returns, credit limits, discount approvals | Decisions within agreed limits, with the customer’s data already filled in from the ERP | Return cycle time |
| Procurement | Purchase requests, supplier onboarding, supplier checks | The supplier check is one reusable subprocess that every purchase calls | Purchase approval time |
| Logistics and warehouse | Wrong deliveries, carrier claims, inventory audits | Every incident has a recorded cost, a root cause and a check that the fix worked | Order accuracy |
| Finance and accounting | Invoice approval, month-end close, payment requests | Maker and checker enforced by the system; invoice data read from the PDF | Days to close |
| Human resources | Leave, onboarding and offboarding, equipment | A guided leave-request wizard; approvals the requester cannot bypass | Approval time |
| Quality | Non-conformities and 8D, internal audits, procedures | Scored audits, findings and corrective actions in connected registers | Open corrective actions |
| IT | Access requests, change requests, incidents | A ticket in your service desk is created by API and the case waits for its signed reply | Time to resolve |
| Legal and administration | Contract review, document approval, asset requests | Controlled documents with review, effective revisions and Word/PDF output | Contracts reviewed on time |
| Management | Objectives, management review, recurring meetings | Meetings use the same numbers as the dashboards and link straight to the process, KPI or document discussed | Objectives on target |
Zoom in as far as you need. At every level people see only what their role allows, and search follows the same rule.
All companies on one overview; modules chosen once for the group
Dashboards, KPI health and freshness, the process portfolio
Its processes, procedures, KPIs and people, with inherited roles
Versions, cycle times, slow steps, rework and linked KPIs
Current step, who acts next, files, messages and the path so far
Who did it, when, which fields changed and which procedure was confirmed
How the pieces fit
Steps, forms, rules and who approves what, in the workflow designer. Nothing goes live until a second person has reviewed it.
Each request, incident or audit becomes a case. People see their tasks; the case knows its step, owner and deadline.
KPIs take values from cases, from your systems or from people, with evidence. Targets and thresholds show health at a glance.
Dashboards and meetings use the same numbers. The agenda links to the process, the KPI and the document in question.
Findings get corrective actions with owners and due dates. A better process is a new version; running cases stay on theirs.
Screens from the application
Real screens, captured from the application with fictional demo data. Use the tabs, or switch the page to dark mode: the screenshots follow.
Dashboards. Published KPIs as values, trends and gauges, each with its target, health and how fresh the data is.
Workflow designer. A seven-step audit with a return path for corrections. Lanes, roles, fields per step and a process map.
Automations. A real rule from the demo: run when a path is taken, with an optional condition, then six actions in order. Everything is picked from lists.
Tasks and cases. Which cases wait for you, their audit score, the path so far and what is needed to complete the step.
Overview. The first page after sign-in: open tasks, cases per week, the process portfolio and open findings.
Risk and audit. Risks, controls, scored audits, findings and actions in connected registers.
Everything in the product
All of this is in the demo workspace. Module names match the application menu, so you can find each one after you sign up.
So you know before you plan around it:
Transparency
Industries
The same designer, automations and connections serve every department. Typical starting points, with automations teams usually add first:
Returns, credit limits and supplier issues usually live in email threads. Here each one becomes a case with an owner and a deadline.
KPIReturn cycle time · Returns closed on time · Overdue receivables
Quality problems, change requests and maintenance need the same discipline every time. The process enforces the steps and the evidence.
KPIScrap rate · First-pass yield · Open corrective actions
A wrong parcel costs money twice: the remedy and the repeat. Record the cost, find the cause and check that the fix worked.
KPIOrder accuracy · Cost of incidents · Time to resolve
Repair audits with a score: every check answered, N/A excluded from the total, and a critical failure turns the result red.
KPIAudit score · Comebacks · Rework rate
Maker/checker approvals and month-end checklists. The system stops anyone from approving their own request.
KPIDays to close · Exceptions found · Approval lead time
Requests every company has. The leave-request wizard builds a working process in eleven guided steps.
KPIApproval time · Open requests · Requests returned
Getting started
Company name, your name, a work email and a password. You confirm the email and you are the administrator.
Companies, departments and roles: who works on which step and who approves. Then invite colleagues.
Pick one that hurts today, such as returns or leave requests. Draw it (or import a BPMN file), add the emails and lookups you now do by hand, have it reviewed and publish it.
Give it a target and thresholds and put it on a dashboard. From now on the number updates as cases close.
Pricing
Capena is preparing for general availability. The price list will be published before launch.
Where it comes from
Capena was built in Romania, starting from the governance and performance needs of a group of companies: commercial, logistics, finance, HR, quality and IT departments working to the same rules. That is why it handles several companies in a group, Romanian and English side by side and strict separation of duties from day one.
A web platform where you describe how a process runs (steps, forms, rules, who approves), your people work through it as tasks, and every case feeds the KPIs and dashboards your management reviews. Documents, procedures, audits, risks and meetings sit in the same place, linked to the processes they belong to.
No. Processes, forms and rules are built in the visual designer. Someone who knows how the work runs, usually a process owner or a quality or controlling person, can do it. Connecting a database is a one-time setup for an administrator.
SAP HANA, SQL Server, Oracle, MySQL, MariaDB, PostgreSQL, Snowflake and ClickHouse for reading data; SQL Server, MySQL, MariaDB and PostgreSQL for writing; any REST or SOAP API; signed webhooks; SMTP and Microsoft 365 mail; SMS; Outlook, SharePoint, OneDrive and Google Drive; Excel, CSV, PDF and Word files. If a system has an API or a database, it can usually be connected.
No. You pick when the automation runs, an optional condition from the rule library, and the actions from a list; fields are chosen from pickers. An administrator sets up each connection once, and every process can then use it. You can preview an automation before publishing it.
Your own workspace for 14 days, with you as administrator. You can invite colleagues, build and publish processes, run cases and set up KPIs and dashboards. No card is required. The confirmation link we email you is valid for 48 hours.
Prices will be announced at launch. The model is a simple monthly subscription, priced for small and mid-sized companies.
Yes. Besides the cloud workspace there is an on-premises installer for Ubuntu 24.04 and Rocky Linux 9/10, with PostgreSQL, MySQL or MariaDB.
Romanian and English across the whole interface. Each person picks their own language, and process names, steps and fields can carry both translations.
Yes. Every workspace keeps its data separate, and inside a workspace access is limited by company, department, role and document classification.
Only if your company turns it on. The AI designer drafts a whole process from a plain description, with stages, forms, paths and automations that you review before anything is applied. Other optional features are case summaries and reading data from invoices and forms. Everything else works without AI.
Create a demo workspace, invite one colleague and publish the first process. You will know within a day whether it fits.
