Create a Process Map

Admins can Create Process Maps by clicking the 'Add Map' menu option

A Process Map is a diagram which clearly shows the main steps needed to carry out a process, plus any items produced by that process. Enabling anyone who views the map to carry out that process correctly first time.

Process Mapping diagrams are made up of different shapes which represent Activities, Deliverables, and Decisions and arrows, known as Connectors, which link them together in order. Properties can be added to shapes and the overall map to provide the viewer with more information. 

Process Mapping diagrams are made up of different shapes which represent Activities, Deliverables, and Decisions and arrows, known as Connectors, which link them together in order. Properties can be added to shapes and the overall map to provide the viewer with more information. 

• If you are in the Library section of Process Library (SaaS) click the Admin button at the top right of the screen.
  
• To return to the Library click the Library button at the top right of the screen.
  

• To create a Draft Process Map, click on the Add Map menu item in the My Library section of the menu. This will create an editable draft map which once complete can be approved as a Master Process by an Admin.
• Type the name of the process you would like to map in the 'Process Name' field, the 'Change Description' field will be populated with 'Initial Draft' - you can edit this text or leave it - and click Add. 
  

• You will be taken to the Map Editor screen, from here you can:
  • Create your Process Diagram
  • Add details to your process 
  • Add Hyperlinks to processes and resources 
  • Upload documents to your process
    
    
• Once you have completed your Process Map, you must Lock the Draft for Approval. 

Create your Process Diagram

• Begin creating your diagram - Process Map -  by dragging your Start/End Deliverable from the editor toolbox onto the page. The names of each of the shapes are displayed when you hover your mouse over them. 
  
• It is often easier to start with your End Deliverable as this is where you would like to end up and then think about where you are starting from, but you might find it easier to begin with your Start Deliverable.
  
  
• To drag your shape into a different position on the page hover your mouse over the shape, then click on the shape and move it into position, once you are happy with its position release your mouse. 
• Double click on your Deliverable, this will highlight the text and make it editable, begin typing a description of your start and end points - this should be quite short to ensure it's easy to read 'at a glance'. Once you have finished your description it will be automatically saved. 

• Define the main things you need to do to complete your process by dragging Activity shapes from the toolbox onto the page and label them by double clicking on the text and typing in your description.
  

• If one (or more) of the steps you need to carry out involves making a decision - or a question - then drag a Decision shape from the toolbox onto the page and add text by double clicking on your shape and typing in your description.
  

• You can continue adding activities in branches for as long as you need to. 
  
  

• Fill in the gaps between the activities with Deliverables by dragging Deliverable shapes from the editor toolbox onto the page and label them by double clicking on the text and typing in your description. If you are unsure what deliverables will fill the gaps ask yourself the question 'what does this activity produce?'.

• Connect two shapes to each other by hovering your mouse over a shape, four green circles will appear, move your mouse over the circle closest to the shape you are connecting to.
• Click on the circle and drag it towards your shape, this will form an arrow - known as a Connector - once this is close to your second shape four circles will appear on this shape and you can connect the connector to any of these circles.
        
• If you have a Decision you can have two Connectors coming from a single circle. Click on the circle again and drag it towards your second shape to connect the second shape. 
           
• To label your Connectors double click on the Connector you want to label, a text box will appear.
  
• Type your label into the text box, this should be quite short to ensure it's easy to read 'at a glance'. Once you have finished simply click anywhere else on your map and the text box will close.
  

• Continue linking up your Connectors until you have a complete end-to-end Process Map.

• You can also add a Note shape, this enables you to write a note to yourself or other Authors if they create a draft from your map.
• To add a Note drag the Note shape from the editor toolbox onto the page and add your own text by double clicking on the text and typing in your note.

Add Details to your Process

• In Process Library (SaaS) you can add more detail to your Process by adding Properties to both your shapes and your map to provide the viewer with more information while maintaining the 'at a glance' understanding of the Process Map. 
• You can add:
  • Process Map Properties - these contain general information about the Process, such as the date it was created and the author.
  • Activity Properties - these explain details about the Activities such as how long it may take or who is Responsible and Accountable for each action.
  • Deliverable Properties - these contain details such as the format of the Deliverable e.g. if it is a hard copy or a computer file. 

Process Map Properties 

• To add a Process Map Property scroll to the 'Process Properties' table below the process diagram, the Process Map Properties you have set up will be displayed in the left-hand column of the table. 
  
• Add the detail you want by clicking Edit next to the relevant Property, for example Date or Author. 
  
• Depending on your Property Type you can either add your Property using a dropdown list, calendar or clock, by typing in your answer or by selecting a number.
  
• Once you have added your property click Save to confirm your answer. If you need to clear the property click Cancel.
  
• Continue adding details to your Properties until you have added all the information you need. 
  

Activity Properties

• Activity Properties must be added to individual Activity shapes. To add a Property to an Activity shape click on the relevant shape and the Activity Properties table will appear below the Process Map.
  
• Add the detail you want by clicking Edit next to the relevant property, for example Responsibility or Accountability. 
  
• Depending on your Property Type you can either add your Property using a dropdown list, calendar or clock, by typing in your answer or by selecting a number.

• Once you have added your property click Save to confirm your answer. If you need to clear the Property click Cancel.
  
• Continue adding details to your Properties until you have added all the information you need. 
  

Deliverable Properties

• Deliverable properties must be added to individual Deliverable shapes. To add a Property to a Deliverable shape click on the relevant shape and the Deliverable Properties table will appear below the Process Map.
  
  
• Add the detail you want by clicking Edit next to the relevant Property, for example Deliverable format. 
  
• Depending on your Property Type you can either add your property using a dropdown list, calendar or clock, by typing in your answer or by selecting a number.
  
  
• Once you have added your property click Save to confirm your answer. If you need to clear the Property click Cancel.
  
• Continue adding details to your Properties until you have added all the information you need. 

Add Hyperlinks to processes and resources

• Hyperlinks are links within the Process Map which take you to relevant resources, webpages and process maps. There are three types of hyperlinks:
  • Horizontal - links to maps on the same level
  • Vertical - links to maps on a higher or lower level
  • Information - links which take you outside of Process Library (SaaS)

• To add a Hyperlink to your Process Map drag the relevant hyperlink circle from the toolbox onto the page. The name of each hyperlink is displayed on mouse over. 
• Either drag the hyperlink circle to a relevant shape, for example, an email hyperlink can be added to the activity shape 'send to recruiter', or onto the Process Map for example . 
  
• Right click on the hyperlink circle and select the Edit Hyperlinks option from the menu. This will take you to the 'Edit Hyperlinks' page. 
  
• In the box on the right of the page type the name of the hyperlink in the 'Text' field. 

• Select the hyperlink 'Type' depending on whether you would like to link to another Process Map - horizontal or vertical - or outside of Process Library (SaaS) - Information.
  
• If you select the vertical or horizontal type there will be a 'Process' field below the 'Type' section, type in the name of the Process Map you would like to link to, it will appear in a dropdown below, click on this to add it to your hyperlink.

         

• Select if you would like to open your URL in a new tab, then click the Add New button.

• Your hyperlink will then be displayed in the hyperlink list.
  
• Click on the Back to Process button to return to your Process Map.
  
• You can view the added hyperlinks by clicking on the relevant shape and a table will appear below the Process Map. 
  
• If you select the Information type there will be a 'URL' field below the 'Type' section, type in the URL you wish to link to. 
  
• Select if you would like to open your URL in a new tab or not, then click the Add New button.
  

• Your hyperlink will be displayed in the hyperlink list.
  

• Click on the Back to Process button to return to your Process Map.
  
• You can view the added hyperlinks by clicking on the relevant shape and a table will appear below the Process Map. 

 

Attach documents to your Process Map

• You can upload supporting documents to your Process Map such as forms, templates and work instructions.
• Documents can be added to the Process Map or to a specific shape, to add them to the Process Map simply scroll to the Documents table at the bottom of the page - to add them to a shape click on the shape before scrolling.
• To add the document, click Select File and choose the document you wish to attach from the pop-up, or simply drop the file into the grey box.

• Once the document has been uploaded it will appear in the Documents table. 

• You can add multiple documents to the same Process Map or shape. 

Lock Draft for Approval

• Once you have completed your Process Map you must lock the map for approval so an Admin can Approve the Map and it can become a Master Process.

• To lock a draft for approval navigate to the 'All Maps' List and find your map in the list - you can use the search function in the top left of the screen if you have multiple maps. 
• Click on the Arrow next to the name of the Map you want to lock for approval, a dropdown will appear with all the drafts associated with this Process Map

• Click on the button next to the draft you want to lock for approval and select Lock for Approval from the dropdown list that appears. 

• The page will refresh, its status will be updated to 'Awaiting Approval' and you will no longer be able to edit it.