Seven steps, shown with a real example from the demo workspace: a car repair quality audit. The same steps apply to a return, a leave request or a month-end close.
Step 1 / 7
Add your companies, the department tree and the roles. A role says who works on a step and who may approve it. The same person can hold different roles in different companies.
Step 2 / 7
In the workflow designer you place the steps, connect them and decide what happens when something is wrong: return for correction, repeat a check, stop. Each step gets its form, its role and, if you want, a checklist and the procedure to read first.
Step 3 / 7
On the Automations tab you choose when something should happen (a step opens, a path is taken, the case closes, or time passes), an optional condition, and the actions in order. Look up the customer in SAP, email the account manager with the photos, call the ERP’s API and keep the document number, read the attached invoice. The connections are set up once by an administrator; here you only pick them by name.
Step 4 / 7
You submit the draft; someone else reviews and approves it. Only then can it be published. Later changes become version 2, while cases already running continue on version 1, so nobody’s work changes under their feet.
Step 5 / 7
Each person opens My tasks and sees what waits for them, oldest and overdue first. They fill in the step, attach files, confirm the checklist and complete it. The case moves to the next role on its own.
Step 6 / 7
KPIs take their values from closed cases, from an import (SAP HANA, SQL, Excel, REST) or from a person, with evidence and a second approval. The dashboard shows value, trend, target and whether the data is fresh.
Step 7 / 7
In the management meeting the agenda points to the KPI and the process. An audit with a red score creates a finding; the finding gets a corrective action with an owner and a due date. If the process itself must change, you open a new version and the loop starts again.
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
The same connections serve every process and every department. The full list is on the product page. See all integrations
Who uses it
Open My tasks, complete steps, attach evidence. They see their own part of the process.
Design and improve processes, forms and rules. Submit changes for review.
Follow dashboards, approve where their role requires it, run review meetings.
Keep procedures, audits, risks and KPIs consistent across companies.
Users and access, data sources, modules and, on-premises, the services and database.
Industries
Pick an area to see a typical process drawn out, the other processes teams usually start with and the KPIs they feed.
Returns, credit limits and supplier issues usually live in email threads. Here each one becomes a case with an owner and a deadline.
Quality problems, change requests and maintenance need the same discipline every time. The process enforces the steps and the evidence.
A wrong parcel costs money twice: the remedy and the repeat. Record the cost, find the cause and check that the fix worked.
Repair audits with a score: every check answered, N/A excluded from the total, and a critical failure turns the result red.
Maker/checker approvals and month-end checklists. The system stops anyone from approving their own request.
Requests every company has. The leave-request wizard builds a working process in eleven guided steps.
An honest comparison
Spreadsheets work until you need to prove what happened. Large suites need a project team. With Capena, one process owner sets up controlled processes and KPIs.
| Question | Email and spreadsheets | Capena | Large BPM suites |
|---|---|---|---|
| Where a request is right now | Ask around | Shown on the case | Shown on the case |
| Who changed what | Partly, in mail history | Every step, person, time and field | Usually yes |
| KPI calculation | Rebuilt by hand each month | From cases, imports or approved entries | Often a separate BI project |
| Automations and integrations | Copy and paste between systems | Picked from lists: email, SMS, REST, SOAP, SQL, SAP HANA, webhooks | Usually with developers |
| Building a new process | A new spreadsheet | Visual designer, reviewed and published | Specialists or consultants |
| Romanian and English | — | Whole interface | Varies; Romanian often missing |
| Time to first working process | Immediate and uncontrolled | Days for a typical process | Often months |
| Cost | Low, hidden in people’s time | Simple monthly subscription (to be announced) | Licences plus implementation |
Pricing
Capena is preparing for general availability. The price list will be published before launch.
The demo workspace has every module switched on. Start with step 1 and see how far you get in an afternoon.
