Describe a process
Under “New process”, write or speak the steps of a workflow line by line and create it as a draft.
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
- Open “Processes” in the left column.
- Under “New process”, enter the “Process name”.
- In the field “Steps, one per line (decisions end with “?”)”, write each step on its own line or use “Record by voice”.
- Under “Responsible”, choose the person who is professionally responsible for the process; you yourself are preselected.
- Choose a “Department” or leave “No department”, and state the “Source”.
- Click “Create draft”. “Draft created.” appears.
As explained
- Order comes in
- Check urgency
- Rush order?
- Ask production
- Approval office confirms
Approve rush order
- Order comes in
- Check urgency
- Rush order?
- Ask production
- Approval office confirms
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
As of: · Concept & lead: Alexander Holtermann