There are currently twenty-four roles, so it would be worth knowing which ones we have been assigned 🙂 From now on, you can check it in the user menu (under your avatar) by selecting “My roles”.

The first version of the Dew-X system featured two roles: Owner and Admin. Naturally, there were also regular members within the Organization. In 2026, we decided to completely overhaul this area, expanding the number of roles to twenty-four.

If the process flow depends on more than one variable, in most cases, it is sufficient to set the connection order accordingly. When this solution is not sufficient, a system step or a non-editable field can be used. Learn how to do it.

At first, Dew-X was simply a process management system. Naturally, the main dashboard (My Board) focused solely on processes. Currently, Dew-X also includes CRM, Kanban Boards, a File Archive, Time Tracking, Namespaces, Calendars, etc. Some users only use one or a few of these modules, sometimes without using processes at all.

What to do when someone, for example, goes on vacation? In such a case, the duties of one of the users in the system can be taken over by someone else, in which case a new option, Substitutions, should be used. Substitutions in processes can be set only by the administrator of a given organization, who will find this function in the vertical menu.

Starting processes, or more precisely process instances, could be done by any member of the Organization. Generally this makes sense, but as practice has shown, not always. This is because there are situations in which we do not want this to happen.

We sometimes get questions from users that we either don’t know the answer to or can’t answer. In such cases, we direct this person to Admin. And here comes the hard part – because it happens that this user does not know who is the owner or administrator in the organization.

What happens when a member of our organization ceases to be a member of our organization? How will the system behave? What about the history? What about tasks in progress? Itp., etc. You will find answers to these questions in this article.

Namespaces are entities that bind data, processes and documents, but do not have workflow mechanisms of their own

The primary purpose of Namespaces is to represent sets of data that do not require flow. However, most business areas can be presented either in a static form or in a flow form. There are also areas that can be presented in both forms. Finally, there are also those where the flow is limited to one activity of the process – in this case, a static presentation is also a much better solution.

With the increase in the number of functionalities available to administrators from the instance level, it was advisable to concentrate them under one button. This makes the navigation bar more transparent and clearly separates user-available and administrative functions.

When we want to utilize the Dew-X system, for example, to handle error reports, even if the individuals we invited to use it are external to the Organization, they can see the complete list of its members internally when sending a task. This behavior of the system is correct, although not always desired.

Can all users delete tasks (process instances)? No. Only administrators (Admin role) and the owner (Owner) of a given Organization can delete any tasks (process instances).

Several clients reported to us the need to enable selected users to search among all process instances, not just those in which the searcher participated. We decided to remedy this by introducing a new role: searcher (Search)

When, for various reasons, we want to limit the visibility of certain processes for some users, e.g. related to strategy, HR, complaints, investments, marketing, etc., reflecting the structure would be very useful. In such a situation, the best solution will be to use “organizations” as company departments or task areas.

Permissions are very important issue. Security considerations are obvious, but being aware of permissions also opens up organizational possibilities. Let’s start by describing the roles that appear in Dew-X.