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 Workflow 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. Simply copy and paste images directly into the instruction field.
Images can also be inserted via image-link and therefore to be displayed within an Instruction field this must be a public link. We recommend using the copy and paste method where possible.
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
While naming a step in a map sounds simple there are a few key aspects which will make your map clearer and more engaging.
Use verb + object — Each step should describe what is being done not who is doing it. E.g. Submit leave request
Be clear — Anyone unfamiliar with the process should understand the step without additional explanation. E.g. Check leave balance
Keep step names short — Ideally 3-8 words. Additional information should be contained within the instructions
Avoid role or team names in the name. This is communicated through the Step Assignee field seen at the top of each step.
Step Type
There are 2 step types which can be used within a process map, this includes:
Task — The most common option which illustrates that the step assignee is responsible for completing the instructions laid out in the form.
Approval — Used on steps where the assignee will determine if the process continues, is sent back to an earlier stage or rejected and completed. All approval steps will have a tick icon in the bottom right corner of the step and may have an arrow pointing back to an earlier step to show where the process returns to when rejected.
Note: Approval steps allow an additional arrow to be drawn backwards to an earlier step on a map, this is not possible with a Task.
Step Assignee
Flowingly has 2 different types of step assignees for process maps:
User — Select a user that exists within Flowingly and assign them as the individual who will complete the step.
Team — Select a team that exists within Flowingly and assign the group of individuals to complete the step. We highly recommend using teams instead of users as this helps provide clarity as to who is responsible for a step as even your CEO may not be known by name across the organisation but assigning a team called CEO to a step will always be clear. Although this option is called “Team” it is flexible and can be used to show job titles, teams, departments, or generic responsibilities such as “All Staff”
Step Deadline
Select a time limit for when the step should be completed by. Can be hours or days.
Active Time
Select a time frame for the amount of time the assignee will spend actively working on completing the current step. Can be minutes, hours, or days.
Waiting Time
Select a time frame for the amount of time the assignee will spend waiting on a 3rd party and their input to progress the current step. Can be minutes, hours, or days.
Cost
This is automatically calculated based upon an “Average Cost Per Hour” setting which is set by the Flowingly team. This average cost is calculated by multiplying the Active Time and Average Cost Per Hour and can be used to compare between previous versions to illustrate how you process has improved over time.
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.