Process descriptions
- Erich Must Wessel
As soon as a box or a drawing connects to a process, a Process Description (PD) will be available. All new PDs will display the text "No published process description found" to indicate that it is unedited. See videos below on how to start editing a PD and perform different operations. Carefully consider when to use text, pictures, tables and videos. These elements used in the right way may greatly help the end-user quickly understand the PD's purpose. Please also note that PD’s have these qualities:
Rights Management on them, which means only process list owners or co-authors can edit the PD.
The process owner name is visible in small text above the PD. It is also visible in the process card for that process.
Responsibilities in a process. See more detials here: https://simplisoftware.atlassian.net/wiki/spaces/QM365/pages/2558459992/Process+responsibilities#RACI
all versions of a PD is stored and is retreivable
each PD has revision date with notification
may invite co-authors
comment/discussion thread
printout function
PD templates may be created
Adding a PD for another language
If there is more than one language in the system, there will be an option to add a PD in each language available. The default language shows first. The end-users internet browser language settings will determine which version of the PD the end-user will see in the Resource Summary. See the video below for how to add a PD in another language.
Formatting tips
If you copy text from another document, make sure to remove all formatting since hidden code may offset the published text. Mark the text and click the red eraser icon.
Make sure the text size is big enough for end-users.
To create automatic links that you can use for referrals in mail and chats, use "Heading1", "Heading2", and "Heading3" formatting.
The "Edit" tab contains a spell check that may be helpful. Make sure to mark the text you want to check before choosing the appropriate language.
Enable use of video
If you cannot add videos in a PD, the function called "Video and Rich media" must be added by a system administrator in the SharePoint "Site collection features" menu in the "Top-level settings". It is not a QM365 setting but a SharePoint setting. See how here: https://simplisoftware.atlassian.net/wiki/spaces/QM365/pages/2555838501/Settings#Activate-the-use-of-video%2Fimages-in-Process-Descriptions-and-Activities
Approving and publishing
When the PD is ready, the user may send it for approval. The system will send the PD to the user registered in the "Approver" field. The system automatically fills the process owner into the Approver field, but users can easily change it to a different person. Both the process owner and co-authors may send the PD for approval. The approver may comment before publishing. The comments are only visible in Edit-mode.
PD menu compressed mode vs regular mode
Please be aware that the PD menu will be compressed and look different if the browser is not 100% view-mode. If the menu looks a bit odd, get the full view by pressing CTRL+0. You may have to save the PD and open it again for the menu reset in normal mode.