Instead of receiving documentation from business partners via email for manual review and archiving, streamline and control the process using a SnapForm.

Start by defining which documents are required per order. Then include control questions that allow your business partner to confirm upfront the checks you would normally perform upon receipt of the documentation. For example: 

Share this URL or QR code with your business partner, in this case your contact at DMR Trading.

Each time the QR code or URL is used, a new Form instance is automatically created in the DMR Trading Workspace. DMR Trading will only have access to the submitted Forms, while your organization can manage and review them directly within the BzCtrl. environment.

That’s it! Everything is automatically and properly archived, including all relevant attachments.

Note that if it is already known that Jason or a specific group of users will be using the SnapForm, this can also be configured directly in advance.

Filters & Options

The Filters & Options button, located in the top-right corner of BzCtrl., gives users control over how data is displayed and provides additional functionalities to make work more efficient.

Filters

• Apply filters to narrow down the To-do’s or data shown on the current Page.

• Filters can be saved for future use, so you don’t need to reapply them every time.

Options

• Export to Excel: Download the currently displayed data in Excel format for reporting or further analysis.

• Guide Tour: Launch an on-screen walkthrough where buttons and features are explained, helping new users understand the tool quickly.

• Save Filter: Save the current filter settings for quick access later.

Filters and Options allow you to customize your View and access helpful tools that make managing to-do's, data, and processes simpler and more efficient.

Views

BzCtrl. offers five different Views to display your To-do’s, each designed to support different ways of working and tracking progress. You can switch between Views to find the perspective that best suits your task or project.

View	Icon / Screenshot	Purpose	Best Use Case
List View		Shows extensive details and filters	Data-heavy work requiring full information
Cards View (Kanban)		Visualizes workflow in columns: To-do / In Progress / Done / Expired	Team meetings and collaborative task tracking
Gantt View	[Insert screenshot/icon]	Plots To-do’s on a timeline; highlights status and risks with colors	Monitoring projects, control plans, or time-sensitive tasks
Tile View		Displays To-do’s as Tiles; click to view details alongside overview	Tasks needing context and relationships between items
Calendar View		Shows To-do’s by Due Date; Week and Month views	Planning workloads and tracking deadlines

1. List View

• Purpose: Provides the most detailed view of your To-do’s.

• Strength: Highly effective for seeing extensive details, filters, and statuses.

• Look & Feel: Simple and functional, less visually appealing, but very practical for data-heavy work.

2. Cards View (Kanban)

• Purpose: Visualize your workflow in a Kanban-style board.

• Strength: Ideal for team meetings—shows To-do, In Progress, Done, and Expired at a glance.

• Use Case: Tracking task status and collaboration across a team.

3. Gantt View

• Purpose: Plot To-do’s on a timeline, showing deadlines, progress, and risks.

• Strength: Advanced coloring system highlights status and risk levels.

• Use Case: Perfect for monitoring control plans, projects, or time-sensitive tasks.

4. Tile View

• Purpose: Offers context-rich, easy-to-read Tiles for your To-do’s.

• Strength: Clicking a Tile shows its details alongside the overview, maintaining context while exploring individual items.

• Use Case: Ideal when you want both detail and an overview of relationships between To-do’s.

5. Calendar View

• Purpose: Display To-do’s by their Due Date.

• Strength: Offers Week and Month views for scheduling and planning.

• Use Case: Planning workloads or tracking deadlines over time.

The Risk Register Page in BzCtrl. allows users to identify, document, and manage risks, including the actions taken to mitigate them. It provides a centralized overview of all risks and supports linking them to relevant activities and assets within the system.

Registering a Risk

Users can create and maintain risks by:

• Defining a Risk Key (unique reference)
• Providing a Title and Description of the risk
• Describing Mitigating Actions
• Assigning a Priority and Status

Risk Overview (Table View)

The main table provides a clear overview of all registered risks, including:

• Risk Key
• Title
• Description
• Priority
• Status

Selecting the Risk Key opens the detailed view of that specific risk.

Risk Details Page

The Details Page provides a complete overview of the selected risk and allows users to:

• View and update the risk description
• Define and maintain mitigating actions
• Link To-do categories (Tasks and Incidents) so that related To-do’s are automatically associated with the risk
• Connect relevant assets within BzCtrl., such as:
  • HandBookR’s
  • Canvases
  • Forms

This ensures that all activities, documentation, and controls related to the risk are consolidated in one place.

Risk Matrix

In addition to the table view, a Risk Matrix subpage is currently under development.

• The Risk Matrix visualizes risks in a graph based on Impact and Likelihood.
• Each risk is plotted according to its assessed impact and the likelihood derived from related Incidents and Forms.
• This view helps users quickly identify high-risk areas and prioritize mitigating actions.

Risk Matrix score calculation

HandBookR is an embedded documentation feature within BzCtrl., designed to structure, manage, and share knowledge in a clear and accessible way. It enables users to create and maintain structured documentation that is directly linked to business processes and controls.

Structured Documentation

HandBookR organizes information in a logical, hierarchical structure:

• Books – High-level topics or areas
• Chapters – Subsections within a Book
• Pages – Individual content items

This structure ensures clarity and makes documentation easy to navigate and maintain.

Content Creation & Editing

• Create and edit content using a user-friendly editor
• Apply rich text formatting, including images, links, and structured layouts
• Maintain documentation collaboratively with other users

Search & Navigation

• Quickly find information using search functionality
• Navigate easily through Books, Chapters, and Pages
• Link content across pages for better context and connectivity

Version Control

• Automatic tracking of content changes
• View and restore previous versions
• Maintain full visibility over updates

Diagrams & Process Flows

HandBookR allows users to easily include diagrams and process flows within documentation.

• Create visual representations such as flowcharts, process diagrams, and system overviews
• Use drag-and-drop elements, shapes, and connectors to build clear visual structures
• Diagrams can be edited directly within HandBookR

This functionality is powered by the same Canvas capability available elsewhere in BzCtrl., enabling users to combine written documentation with visual process design in one place.

Access Control

• Manage who can view, create, or edit content
• Align permissions with roles defined in BzCtrl.

Integration within BzCtrl.

HandBookR can be linked to other elements in BzCtrl., such as:

• Risks (as part of mitigating actions)
• To-do’s (Tasks, Incidents, Forms, Documents)

This ensures that documentation is directly connected to operational activities and compliance processes.

Canvas in BzCtrl. is a visual diagramming feature that allows users to design, document, and share processes, workflows, and structures in a clear graphical format. It is used to complement written documentation (for example in HandBookR) by translating complex information into easy-to-understand visuals.

Core Functionality

Canvas provides a flexible diagramming workspace where users can:

• Create process flows, flowcharts, and diagrams
• Drag and drop shapes, connectors, and elements onto a visual workspace
• Connect elements to represent relationships, sequences, and dependencies
• Structure complex processes in a clear, visual format
• Edit diagrams directly within the tool with instant updates

Typical Use Cases

Canvas is commonly used for:

• Process mapping (end-to-end workflows)
• Control frameworks and compliance flows
• Organizational structures
• System and data flow diagrams
• Visual explanations of procedures or risks

Key Features

• Drag-and-drop editor: Easily build diagrams without technical skills
• Predefined shapes: Standard flowchart and diagram elements available
• Connectors: Link elements to show logic, flow, or dependencies
• Layering and grouping: Structure complex diagrams clearly
• Scalability: From simple flows to highly detailed process maps
• Export & reuse: Diagrams can be reused in documentation or shared across BzCtrl.

BzCtrl. provides the ability to call predefined Forms through API communication using the ApiForms feature. This allows external systems to create and link Form instances directly from within their own operational processes.

The main value of ApiForms is that a user can launch a specific Form directly from the source system, while the created Form instance remains permanently accessible through a stored URL within that source system.

How ApiForms Work

Each ApiForm provides a unique API endpoint that allows an external system to create a new Form instance in BzCtrl.

The request includes:

• Predefined Form reference (via API Endpoint)
• Tags and identifiers (for example an Order Number, Shipment Number, or Case ID).

Once the Form instance is created, BzCtrl. returns a response containing the direct URL to the Form instance. This URL can then be stored in the source system, allowing users to always reopen the corresponding Form directly from their operational process.

User actions

Input to Developers External system

grant_type=password
username=example@example.com
password=Ex@mpl3!

{
  "access_token": "xxxxxxxxxx",
  "refresh_token": "xxxxxxxxxx",
  "token_type": "Bearer",
  "expires_in": 3600,
  "scope": "*",
  "jti": "xxxxxxxxxx"
}

BzCtrl. provides a feature that allows external systems to create Incidents and Tasks directly through REST API communication. This enables operational systems to register issues or actions directly within their own workflows while ensuring follow-up and tracking take place in BzCtrl.

The main value of this feature is that it allows Incidents and Tasks to be created directly from specific screens or processes within an external operational system, without requiring users to manually enter data into BzCtrl.

grant_type=password
username=example@example.com
password=Ex@mpl3!

{
  "access_token": "xxxxxxxxxx",
  "refresh_token": "xxxxxxxxxx",
  "token_type": "Bearer",
  "expires_in": 3600,
  "scope": "*",
  "jti": "xxxxxxxxxx"
}

Step 2 - Create Incident (or Task)

Note: The access token received from the OAuth Token API must be included in the Authorization header using the Bearer scheme.

Request Method: POST

Required Headers

Content-Type: application/json
Authorization: Bearer {access_token}

Sample Request Body

{
  "todoType":"INCIDENT",
  "domainWorkSpace":"EXA-CON-BUS-WOR",
  "title":"Potential Customs claim",
  "description":"Operation started without proper approvals",
  "financialImpact":"123577",
  "impact":"HIGH",
  "likelihood":"MEDIUM",
  "status":"IN PROGRESS",
  "priority":"HIGH",
  "assignee":"Example@example.com",
  "reporter":"Example@example.com",
  "category":["Customs"],
  "subCategory":["IT"],
  "lrn":"725462",
  "orderID":"ORDER 777",
  "reminderDate":"2024-09-27"
}

Sample Response

{
  "title":"Potential Customs claim",
  "taskType":"INCIDENT",
  "description":"Operation started without proper approvals",
  "taskLink":"https://www.bzctrl.com/app/#/todo/EXA-CON-BUS-WOR-03",
  "tags":["ORDER 777"]
}

BzCtrl. provides the ability to call predefined Forms through API communication using the ApiForms feature. This allows external systems to create and link Form instances directly from within their own operational processes.

The main value of ApiForms is that a user can launch a specific Form directly from the source system, while the created Form instance remains permanently accessible through a stored URL within that source system.

How ApiForms Work

Each ApiForm provides a unique API endpoint that allows an external system to create a new Form instance in BzCtrl.

The request includes:

• Predefined Form reference (via API Endpoint)
• Tags and identifiers (for example an Order Number, Shipment Number, or Case ID).

Once the Form instance is created, BzCtrl. returns a response containing the direct URL to the Form instance. This URL can then be stored in the source system, allowing users to always reopen the corresponding Form directly from their operational process.

User actions

Input to Developers External system

grant_type=password
username=cms@api.com
password=Nologicincustoms#24

{
  "access_token": "xxxxxxxxxx",
  "refresh_token": "xxxxxxxxxx",
  "token_type": "Bearer",
  "expires_in": 3600,
  "scope": "*",
  "jti": "xxxxxxxxxx"
}