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Handbook / Processes

Describe a process

Under “New process”, write or speak the steps of a workflow line by line and create it as a draft.

EmployeeHead of departmentExecutive management

Purpose

How a task is actually done is often known only by those who do it every day. A described process makes this knowledge visible, verifiable and transferable.

How it works

WorkspaceProcessesNew process
  1. Open “Processes” in the left column.
  2. Under “New process”, enter the “Process name”.
  3. In the field “Steps, one per line (decisions end with “?”)”, write each step on its own line or use “Record by voice”.
  4. Under “Responsible”, choose the person who is professionally responsible for the process; you yourself are preselected.
  5. Choose a “Department” or leave “No department”, and state the “Source”.
  6. Click “Create draft”. “Draft created.” appears.
ProcessesIllustration

As explained

  1. Order comes in
  2. Check urgency
  3. Rush order?
  4. Ask production
  5. Approval office confirms

Approve rush order

  1. Order comes in
  2. Check urgency
  3. Rush order?
  4. Ask production
  5. Approval office confirms
ApprovedBPMN 2.0 · Download as BPMN

Responsible: head of purchasing

Fig. 1 Spoken steps become a process draft; the line with a question mark becomes a decision. After approval the process can be downloaded as BPMN.

Rules for the details

  • “Process name”: 3 to 250 characters.
  • Steps: at least 2, at most 80; empty lines are skipped.
  • A line that ends with “?” is marked as a decision.
  • “Source”: 2 to 400 characters, mandatory.

Organization processes

Under “Organization processes”, every process is listed with status (“Draft” or “Approved”), the responsible person, the source and the version, for example “v1”. The steps appear numbered; decisions are highlighted.

Who sees a process

  • Approved processes: all members of the organization.
  • Drafts: whoever created it, the responsible person, the members of the assigned department as well as the owner, administration and executive management.

Tips

Start each line with a verb: “Check order”, “Ask production”.

A process can be wrong until the responsible person confirms it; that is why it is always created as a draft.

Frequently asked questions

How many steps may a process have?

At least 2 and at most 80.

Can I speak a process?

Yes. “Record by voice” inserts the recognized text into the steps field; afterwards check that each step is on its own line.

Who is “Responsible”?

The person who confirms the process professionally. They can approve it, even without a management role.

Related features

Decisions in a processA step that ends with a question mark is recognized as a decision and exported in BPMN as a branching point.Approve a processThe responsible person or management confirms a process draft with “Approve”.BPMN exportUse “Download as BPMN” to download a process as a BPMN 2.0 file and import it into modeling tools.Record by voiceSpeak an explanation instead of typing it; Universe Memory converts the recording into text and inserts it into the field.

As of: · Concept & lead: Alexander Holtermann

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