Editing an existing process

The Process Edit View in ProcessPlot provides a comprehensive interface for creating, editing, and refining workflows. Once you’ve created a process, you can access and edit it by navigating to the Processes List View (https://app.processplot.com/process/list) and clicking on the process you want to modify.

This page is designed to help teams collaborate effectively by breaking down processes into manageable steps and capturing all essential details for execution. Below is an overview of its functionalities and key features.

Understanding the Layout #

The Process Edit View is divided into several sections to make it easier to navigate and manage workflows:

Process Information Block #

At the top-left corner of the Process Edit View, you’ll find a block summarizing essential details about the process:

• Status: Displays the current status of the process, such as Complete, In Progress, or Draft, indicating its stage in the lifecycle.
• Process Name: The name of the process (e.g., PCF – Process Creation Framework) is prominently displayed.
• Created By: Shows the name of the person who initially created the process.
• Updated By: Indicates the most recent user who made edits to the process.
• Three-Dot Menu: This menu allows you to download a PDF or SVG version of the process flowchart and Delete the process permanently (use with caution, as deleted processes cannot be recovered)

Top-Right Menu #

The top-right menu offers tools for saving changes and adjusting how the process is displayed:

• Save Button: Use this button to save any updates made to the process. It ensures all changes are preserved in the system.
• View Button: Toggle between edit mode and view mode. In view mode, the process is locked for changes and can only be reviewed.
• Process View Options: Switch between different display modes to focus on specific aspects of the process:
  • Flowchart Only: Displays only the flowchart visualization of the process steps.
  • Steps List Only: Displays only the step-by-step details of the process in list format.
  • Combined View: Displays both the flowchart and the steps list simultaneously. This is the default mode, providing a comprehensive overview.

Visual Process Flow #

• A flowchart-style diagram on the left displays the entire process, step by step. Each step is represented as a block with:
  • The step name.
  • Assigned team.
  • Tools required.
  • Duration and subtask count.
• The flowchart makes it easy to understand the sequence of activities and dependencies at a glance.
• In the bottom-right corner of the flowchart, there are two icons to help you manage the view:
  • Recenter Icon: Clicking this icon re-centers the view on the entire flowchart, ensuring you can easily locate all steps in one view.
  • Align Icon: This icon automatically aligns the flowchart, fixing any misaligned boxes and making the diagram look visually clean and organized.

Step-Specific Details #

Clicking on any step in the flowchart displays detailed information on the right, including:

• Details Panel:
  • Responsible Team: The team or individual accountable for completing the step.
  • Primary Tool: The tool used to execute this step (e.g., ProcessPlot, external tools).
  • Duration: The estimated time required to complete the step.
  • Inputs and Outputs: Resources required to begin the step and the deliverables produced.
  • Description: A clear explanation of the purpose and activities involved in the step.
• Subtasks Table: Lists specific subtasks required to complete the step, including:
  • Subtask name.
  • Assigned team or individual.

Expandable Panels #

• Steps in the process can be expanded or collapsed to display additional information such as inputs, outputs, and linked subtasks.
• This feature makes it easy to focus on specific details without overwhelming the interface.

Key Actions in the Process Edit View #

The Process Edit View allows you to perform several key actions to fine-tune workflows:

Editing Steps #

• To edit a step, select it in the flowchart and update its details in the right-hand panel.
• You can modify the responsible team, primary tool, duration, and description to reflect the most accurate information.

Adding Subtasks #

• Subtasks are listed under each step in the Subtasks Table.
• To add a subtask:
  • Click the “Add Subtask” button.
  • Provide a subtask name and assign it to the relevant team or individual.

Linking Steps #

• Steps are visually connected in the flowchart, ensuring clear visibility of the process flow.
• Adjust the sequence by editing dependencies between steps.
• When hovering over a step (box) in the flowchart, two icons appear:
  • Arrow Icon:
    • Clicking and holding this icon allows you to draw a connection to another step.
    • Drag the arrow to the desired target step and release to create a dependency or sequence link between the two steps.
  • Red X Icon:
    • Clicking this icon deletes the step and all its connections from the flowchart

Adding Steps to the Process #

Adding new steps to your process is simple and intuitive:

• Locate the Add Step Button: In the bottom-right corner of the flowchart, click the “Add more” button, which has a + symbol next to it.
• Enter Step Details: A pop-up window will appear, allowing you to enter the name of the new step. Once you confirm, a new step box is added to the flowchart and the subtasks table.
• Position the Step in the Flowchart: Drag the new step to its desired location in the flowchart.
  • Automatically Updates the Subtasks Table: As you move the step in the flowchart and connect it to other steps, it is automatically reordered in the subtasks table to match the flowchart sequence.
• Connect the Step: Use the Arrow Icon to link the new step to its dependencies in the flowchart. This connection ensures the step is integrated into the overall workflow.

Saving Changes #

• Use the Save button at the top of the page to preserve any updates made to the process.
• The Edit button toggles between editing and viewing modes, allowing you to make adjustments only when necessary.