Process Maps allow you to document procedures and processes in a clear graphical format. Each Step in the process can contain instructional or descriptive text, and can also include items such as check lists to show work that must be completed or data recorded.
Process Maps differ from Flows in that they are for reference only, and cannot be executed. Any fields added to Steps can be viewed, however data cannot be added to them.
Process Maps are created in the Modeler in the same way as Flows. From the Library tab, click the green Add Flow Model button then enter the name and description for the process.
For details on how to create a Flow refer to our guide on Creating and Managing Flows.
Step Form Design
Additional details for the process, including the owner, review date, description, background and objective may be recorded by clicking the Edit button (this will also be presented the first time a new model is created). This displays the edit window where the details can be recorded. These details can be viewed by users from the Process Details tab in the process map.
Because a Process Map is not executed a number of the field types available to you when designing a step cannot be utilised in a Process Map. The fields relevant to Process maps are listed below:
Instruction Fields:
Use these to provide details and instructions on the purpose of each step, and how to complete it. There are many options available to format the text to structure these details and create emphasis where needed.
Hyperlinks
Use hyperlinks to external systems or external documentation to provide a seamless user experience. To add a hyperlink, highlight the relevant text in your instructions and click on the "chain-link" icon. This will open a pop-up window to paste you link. We suggest ticking the box to ensure this opens in a new window to ensure the best end user experience. A ToolTip can also be added to provide further context for end users as to what they are opening.
Insert images to your instructions to provide a visual aid to the written details or use this to ensure your branding remains consistent. One key note for attaching images is that this is done via web-link and therefore to be displayed within an Instruction field this must be a public link.
Embed YouTube videos to create engaging instructions
Attach Documents: This field allows relevant documents to be added to the step. The documents are then available to users to download and view. Note that this is a read-only field. Documents can only be added when the process map is being edited, end users are not able to upload documents.
Task List: These fields are useful to illustrate specific actions required in the Step. While the actions from the end user will not be recorded this can be an effective way to present the relevant tasks and help end users track their progress.
Step Details
This section allows us to provide more context to each step by assigning the Step Type, Assignee, and estimated timeframes for the step.
Step Name
Enter a succinct description of the step
We suggest using a verb-first approach to help promote action from end users
Step Type
There are 3 Step Types available in Flowingly (Task, Approval & Public Form)
Assign the relevant Step Type on a step-by-step basis
Public forms are only relevant to externally triggered workflows
Step Assignee
Select whether this is a specific individual or team responsible for this step (Dynamic Actors are not relevant for Process Maps)
Step Deadline
This is the expected timeframe within which the task should be completed
Planned Time
This is the amount of time that an assignee will actively spend executing this step
Planned Cost
The relevant cost associated with the Planned Time
This could also include any general expenses for completing this step
Because a Process Map is not executed, it is possible to build the process in a way that would not be possible for a Flow, particularly around linking steps together. While this provides additional flexibility in building a Process Map, you may find that you may not be able to convert it into an executable flow in at a later date without modification.
To publish the process map, select the green Publish As button on the top right of the window, and choose Process Map from the menu.
You can then select the category which this process map fits into alongside the users or teams that you wish to publish the Process Map to.