Authors can create Draft Process Maps from the 'All Maps' Screen.
As your processes evolve it is important to update your Process Maps in line with your real-life processes. Master Processes cannot be edited, to update the Process Map displayed in the library a draft map must be created, updated and approved.
As standard, only Admins and Authors can create a Draft Map.
- To edit a Process Map, click on the All Maps menu item in the My Library section of the menu.
- Find the Process Map you want to update from the list by typing the name of your map in the search bar in the top right hand of the screen and your Process Map will appear in the list below.
- Click the button next to your map and select Create Draft from the dropdown list that appears.
- You can also create a draft by duplicating an existing draft, by clicking on the button next to the draft and selecting Duplicate from the dropdown list.
- You will be taken to the 'Add Map' page. The name of the approved Process Map you want to update will be in the 'Process Name' field, you can keep or update it as required. Type the reason for updating the Process Map in the 'Change Description' field and click Add.
Two drafts cannot have the same name and the same author. If you want to create more than one draft from the same Process Map they must have different names.
- You will be taken to the Map Editor screen, from here you can:
- Once you have completed your Process Map, you must Lock the Draft for Approval.
Update the Process Diagram
- You can edit your process diagram by:
- You can rearrange your Process Diagram by selecting the shapes and dragging them around the page to a different place. The shape's Connector will move with it.
- To delete a shape or Connector simply select it then hit the delete or backspace button on your keyboard and it will disappear from your map.
- To edit the shape type right click on the shape, a dropdown will appear with a list of shape types, with a tick next to the current shape type. To change shape type click on the shape type you would like to change the shape to, your shape will change.
You can only change a shape to a variation of that shape, for example a Deliverable can be changed to an External Deliverable, Handover Deliverable or Start/End Deliverable.
- To change your shape's description, double click on your shape, this will highlight the text and make it editable. Begin typing your new description, this will remove the old text and automatically display the new text. Once you have finished it will be automatically saved.
- You can edit any Notes written by yourself or other Authors.
- To edit a Note text by double clicking on the text, this will highlight the text and make it editable. Begin typing your new note, this will remove the old text and automatically display the new text. Once you have finished it will be automatically saved.
Note shapes cannot be connected to other shapes, including note shapes.
Update Properties
- To edit a Property scroll to the 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. If you would like to edit a shape's property select the shape you would like to edit the properties of and the table will display Activity Properties or Deliverable Properties.
- Click Edit next to the Property you would like to Edit.
- Depending on your Property Type you can either edit your Property using a dropdown list, calendar or clock, by typing in your answer or by selecting a number.
- Once you have edited your property click Save to confirm your answer. If you need to clear the property click Cancel.
You can leave properties blank if they are not relevant or useful for a particular process.
Edit or Delete Hyperlinks
- You can edit your Process Map hyperlinks by:
- To change the hyperlink circle type right click on the hyperlink circle to view the menu.
- This displays all the hyperlink circle types, these are: home, info, mail, up arrow, right arrow, down arrow, left arrow, question mark, folder, search and camera.
- There will be a tick next to the current hyperlink circle type, click on the hyperlink type you would like to update it to and the circle image will change.
This only changes the circle image, the links and link types will not change.
- To change the hyperlink type right click on the hyperlink circle you would like to change and select the Edit Hyperlinks option from the menu. This will take you to the 'Edit Hyperlinks' page.
- Click on the hyperlink you would like to change the type of from the table displayed.
- In the box on the right of the page you can update the hyperlink type.
- If you have changed from an Information type hyperlink to a Horizontal or Vertical hyperlink you will need to select a Process Map to link to from the Process field.
- 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 Process Map in a new tab, then click the Update button.
- If you have changed from a horizontal or vertical to an information hyperlink type the URL you wish to link to into the URL field.
- Select if you would like to open your URL in a new tab or not, then click the Add New button.
- To edit a hyperlink URL right click on the hyperlink circle you would like to change and select the Edit Hyperlinks option from the menu. This will take you to the 'Edit Hyperlinks' page.
- Click on the hyperlink you would like to update the URL of from the table displayed.
- To edit the hyperlink URL type the new URL into the URL field.
Horizontal and vertical hyperlinks can link to both draft and approved maps so ensure you are linking to the correct map.
- Select if you would like to open your URL in a new tab or not, then click the Update button.
- To change the Process Map linked right click on the hyperlink circle you would like to change and select the Edit Hyperlinks option from the menu. This will take you to the 'Edit Hyperlinks' page.
- Click on the hyperlink you would like to update the linked Process Map of from the table displayed.
- In the box on the left of the screen click on the X button on the 'Process' field to remove the Process Map currently linked to.
- Begin typing 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 or not, then click the Update button.
Hyperlinks will always link to the approved (live) Process Map.
- To delete a hyperlink click on the hyperlink circle you would like to change and select the Edit Hyperlinks option from the menu. This will take you to the 'Edit Hyperlinks' page.
- Click on the hyperlink you would like to delete from the table displayed.
- Click on the delete button in the box on the right hand side of the screen.
- This will delete the hyperlink and it will no longer appear in the hyperlink list.
Update Attached Documents
- To change the documents attached to Process Map simply scroll to the Documents table at the bottom of the page - to change the documents attached to a shape click on the shape before scrolling.
- From here you can:
- To add a new 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.
- To delete an attached document click Delete next to the document you wish to delete.
- A pop-up will appear asking "Are sure you want to delete this record?" click Yes to confirm deletion. Your document will no longer appear in the Documents list.
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.
A Master Process is the current approved Process Map for a process and cannot be edited. Only Master Processes can be displayed in the Library Homepage.
- 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
You can only lock a map for approval if you are the Author.
You can only have one draft locked for approval with the same name.
- 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 and its status will be updated to 'Awaiting Approval', you will no longer be able to edit it.