Creating and Managing Process Document Templates

As a central source of information for your business processes, you can generate different customized documents of your processes with the purpose, to provide a detailed overview summarizing important information of selected processes - often for auditing reasons.

Process documents can include diagrams as well as all element descriptions and dictionary entries. The documentation can be created in PDF and Microsoft Word for easy customization and formatting.

You can create custom, multi-language templates (basic or advanced) that suit your organization's needs and generate a process document based on a template.

For example, you can:

Create an overview of all BPMN 2.0 process diagram tasks in your diagrams
Create a matrix with all dictionary entries linked in the diagrams
Create a detailed overview of the element usage in your diagrams

You can configure the content of your process documentations and the visual properties. Check the User Guide to learn more about creating and managing process documentation templates.

Authorization to create or edit individual templates is managed the same way as folders and dictionary. The image below shows an example in which Administrators are the only group to have access to read, write, and delete.

In the following example, only administrators have full rights.

In the image below, you can see your process documentation templates on the left-hand side. You can choose a specific template and then choose an individual user or group in the right-hand box and assign them access rights.

In the following example, you can see how to grant individual access rights.

How Can Process Documentation Templates be Helpful?

Here some Business Cases:

Provide a process overview to an external auditor (someone with no access to the Collaboration Hub)
Provide a process overview for QM certification purposes (e.g. ISO 9000ff)
Provide a process handout (as work instruction) to involved employees without Hub access
Provide a process fact sheet for respective stakeholders (such as Process Owners) showing the description, tasks and responsibilities, and process interfaces
Provide an external document of specific information (attributes) that are relevant to external participants

Download the following examples if you want to see how a document (based on a template) can look like.

Select the numbers, starting with number 1, to review the Key Takeaways from this lesson.