Create a Smart Inbox

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Create a Smart Inbox


A Smart Inbox is created from the Work Portal, directly in the target environment. Because these inboxes use information from custom columns, it is important to understand how you can provide attributes that Work Portal users can use to create filters associated with the Smart Inbox.


Before You Start

By default, Bizagi has no restrictions to create a Smart Inbox. However, you can define this permission. See Define permissions to create Smart Inboxes.

Users have a maximum of 20 Smart Inboxes.

Smart Inboxes are created directly in your Work Portal, and they do not require deployment. However, if you use business information to be displayed you need a deployment. See the next section.


Business Information displayed in Smart Inboxes

Smart Inboxes are filtered dynamically, which Bizagi displays the same way as a normal Inbox in the Work Portal. If you want to use business information, like attributes held in your data model, you have to include these attributes in your Custom Columns. Refer to Customize Columns.


Custom Columns are defined in Bizagi Studio and require deployment to your test or production environments, so your users can see them.  Refer to Deployment Cloud.


What you need to do

To create a Smart Inbox you have two options:


As an administrator with access to the Admin Menu

As a non-administrator User

Where do you create them

From the Admin menu

From the left-hand sidebar

How to share them

Based on Roles, User Groups or Stakeholders.

Vía email to users registered in the Work Portal.

Where do you edit them

From the Admin menu  in the Work Portal.

From the left-hand sidebar in the Work Portal.

Can be edited by the user?

No, only the administrator from the admin menu can edit it.

Yes, each user who has been shared with a Smart Inbox, can edit it individually.




A Smart Inbox can only be created and see using the Work Portal from a desktop. This feature is not available in mobile devices.


Create a Smart Inbox as an Administrator

To create a Smart inbox as an administrator, log in with a user who has access to the Work Portal's admin customization menu and click the Smart Inbox option.




Click the New Smart Inbox button.


Provide a name to the smart inbox. This name cannot be localized.  To include processes click the Add processes box, or type the process name.





Live Processes cannot be selected to be included in a Smart Inbox.


When you finish adding the processes click Next.


Define columns

In the second step, you must define the columns that you want to display. When the inbox is created, this columns are going to be used as filters. Open the drop-down list. Bizagi displays the common attributes in the Custom Columns between the processes selected in the previous step. The columns shown are the ones defined as Customized columns in Bizagi Studio. Internal and predefined columns like a case number and activity are displayed by default so you can change the order; however, they cannot be deleted.





System columns are not filterable because their values are calculated. This applies to columns such as: "Category", "CurrentUserFullName", "CurrentUserName" and "UserLocation". Even if these values are defined as custom columns in a process Inbox, they are not available for filtering in the LiveFilters feature.

If you set the predefined columns like "Case Creation", "Case Due Date", and "Activity" in your Custom columns, they are not repeated in the card view of tablets. However, you can rearrange the order in the Smart Inbox settings.


Bizagi can group attributes as long as the Display name and the attribute type of the customized column is the same. For example, if the columns have the same Display name, but a different type (i.e one attribute is an integer and the other is float), Bizagi considers these two as independent columns and are not grouped in one within the wizard.




Additionally, Customized columns used must be business information related to your processes data models.

You can add multiple columns by clicking the Add a Column button.


You can re-arrange the order of the attributes holding the click on the left-side select, then drop the attribute where you need.




After you finish adding columns, click Next.



You can have a maximum of 20 columns.


Define filters

You can also define filters for the Smart Inbox. These filters are different that filters that you apply when you are working directly in the Work Portal's normal inbox. In the third step of the wizard, click the Add a filter button.


Bizagi displays a drop-down list with all the columns that are common for all the processes.



The attribute used in the filter must be displayed and selected in the Column options, in step number 2 of the wizard.


Select the column, the operator and the value of the filter.



The operator depends on the column's data type (e.g. string, integer, date, etc). The following operators are available:


“is-empty”, “is-not-empty”, “equals”, “not-equals”, “starts-with”, “ends-with”, “contains”, “in”, “not-in”, “greater-than”, “greater-than-or-equals”, “less-than”, “less-than-or-equals”, “on”.






You can add a maximum of 15 filters per Smart Inbox. Additionally, if the filter includes values of parameter entities or names of activities, the filter only applies to non-localized values. Non-localized values are default values that you set in design from Bizagi Studio:


For example for parameter entities:



Or for activity's name, Bizagi only considers the design display name (non-localized) value:




If you want to order the results of your Smart Inbox based on specific criteria, you can select a value and the order.


Define the viewing permissions

In the last step of the wizard, you can set the Roles, Stakeholders, or User Groups that can see the Smart Inbox. Click the box or type the role, stakeholder, or group that you want to grant access to the Smart Inbox.




When you finish adding the access groups, click Create.


The administrator can see the new Smart Inbox in the wizard, along with the groups of users who can access it.




Any user who belongs to these roles, groups, or stakeholders can see the Smart Inbox in their Work Portal.





Create a Smart Inbox as a Non-Administrator user

Any user who has been granted permission to create a Smart Inbox can create one by clicking the button located at the bottom of the left-hand sidebar.




The wizard is similar as explained here. The difference is that the wizard for non-administrators has three steps, and you cannot set the groups for access permissions.




Next steps

If you want to share your Smart Inbox, you can invite users individually. See Share a Smart Inbox. (apply only if you create the Smart Inbox as a non-administrator user).

If the creator of the Smart Inbox needs to edit it, see Edit a Smart Inbox.