Creating and Managing Process Document Templates


After completing this lesson, you will be able to:

  • Generate different customized documents

Process Documentation Templates

As a central source of information for your business processes, you can generate different, customized documents of your processes to provide an overview of selected processes – for example, auditing reasons.

Process documents can include diagrams and 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, multilanguage 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 the dictionary. The following image shows an example in which administrators are the only group that have access to read, write, and delete.

In the following example, only administrators have full rights.

Now, let's look at the next image. Here, 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.

Let's learn more about the process documentation templates. The following video shows you how to create these templates.

How Can Process Documentation Templates be Useful? 

Here are 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 (for example, ISO 9000ff). 
  • Provide a process handout (such as work instruction) to involve employees without Hub access. 
  • Provide a process fact sheet for the 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) looks like.

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