To create and publish processes, a user must have one of the following permissions in the Connect system:
- Process step editing
- Process editing
- Model Administration
- Administration
System administrators can change permissions for different users by going to People > Users.
| 1. Adding a new process |
1.1 Access the Operations tab and click the Processes subtab.
1.2 Click the Add New Process button.
1.3 A release management workflow appears. Click Ok to access edit mode.
1.4 Complete all the relevant fields in edit mode.
Field
|
Description
|
|---|---|
| Process name |
The title of the process. |
| Description |
The introduction of the process. This appears at the process start point. |
| External reference identifier |
An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional. |
| Relevant documents |
Documents that are related to the process. These documents must first be uploaded to Holocentric Connect. |
| Related Policies |
Policies or policy sections related to the process. |
| Summary |
This is the short description that appears in the browsing menu. |
| Roles this is relevant to |
Roles that have duties within the process. |
| Category |
The group to which the process belongs. |
| Required reading (for customers with Attestation only) |
Tick this box to make this item required reading for all roles to which the item is relevant. |
| Keywords for 'Search' |
Keywords that, when searched in Holocentric Connect, will make the item appear in search results. |
| Remove from view |
Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items are:
|
TIP: If you assign a role to a process, only users that have been assigned this role in the web app will be able to see it in the Browse menu. All other users can still see it in the list view.
| 2. Add a new process step |
The process sequence editor displays the preview of the map whilst you are populating the steps.
2.1 In the process sequence editor, click Add new Step / Decision.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
2.2 Complete all the relevant fields in edit mode.
Field |
Description |
|
Type |
You can make this section either a step or a decision point by selecting the radio buttons. Please note: the first step cannot be a decision point. |
|
Name |
The title of the step. |
|
Description |
The instructions for completing the step. |
|
Performed by |
Roles, organisations, and/or people that are responsible for the steps. |
| Interacting with | Roles that are either the recipient or a participant in this step. Roles can be Consulted, Informed, or Supported in this step. |
|
Work instructions |
If you have this enabled, you can attach further instructions to a step. |
| Related Risks | Any risks related to the step |
| Related Controls | Any controls for mitigating risks with this step in the process |
|
Documents used in step |
Documents that are relevant to this step. |
|
Systems used in the step |
Systems needed to complete this task (software, device, etc.) |
| Related Policy/Regulation | Policies and regulations that link to this process step. |
2.3 Once you have completed the step, click Save to commit the changes.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
2.4 Your step should now appear on the process sequence menu.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
| 3. Add and connect new process decision step |
3.1 In the Processes tab, search for the process you will be editing, and click Open.
3.2 Click Edit Sequence.
3.3 Click Add new Step / Decision.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
3.4 Check Decision.
3.5 Write the decision prompt. A decision prompt is usually a question that the user will have to answer. Click Save when you are finished. The decision point will now be added to your process map.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
3.6 To connect a decision point to an option, make sure you first create all the steps to which each option will be connected. Select the decision point and click Connect to.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
3.7 Create a Choice label for the connection. Consider: What answer would the user need to provide to proceed to the chosen outcome? The answer is your Choice label.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
If you want to make more than two connections, click Add new choice to make additional connections. Once you have added the connection information, click Save.
3.8 Once you have saved, you'll see the decision represented in your sequence editor view. If done editing, click View.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
| 4. Approve and publish new process |
Once you have made all edits, you need to approve and publish the process before it is visible to all system users.
4.1 Click Finish All Editing.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
4.2 A release management workflow appears. Write a summary of what you changed and click Finish All Editing. The new process is now ready to be approved.
4.3 You'll now see the draft status has changed to Awaiting Approval. Depending on your permissions, you'll either be able to continue following the publishing prompts, or will need to wait for another user to approve and publish. Note, draft processes will not be visible to all users until they have been approved and published.
Click the drop-down, and select Approve.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
4.4 A release management workflow appears. You can edit the summary of what was changed. You also have the option to select who approved the item, the date on which it was approved as well as the next review date.
Click Approve to confirm changes. The process is now be marked ‘Ready to Publish’.
TIP: If you assign a role to a process, only users that have been assigned this role in the web app will be able to see it in the Browse menu. All other users can still see it in the list view.
4.5 Click Publishing to officially publish the process. You have the option to revert the process to a draft if required. Click Publish immediately to proceed with publication.
*Image is for illustrative purposes only. Menu bar options vary based on your permissions or organisation's subscription .
4.6 When you confirm publication, a release management workflow appears. You have the option to edit the summary of what you changed. Click Continue to publish the new process.
4.7 The release label and notes window appears. Write official release notes about the new process. You can edit the release notes later if required.
Field |
Description |
|
Label this release |
The official name of this release. |
|
Release notes |
Details about what updates you have made. |
|
Post a news item about this when the items are published |
If selected, you can post a news item on the Home tab to notify users about your content changes. |
|
News item title |
Title of the news item that will appear in the Home tab. |
|
News message |
The message that will appear under the news item title. |
|
Include link in release summary |
If selected, this option will allow you to include a link to the release notes for the item. |
|
Email all users when this News Item is published |
If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day. |
4.8 Click Publish to officially release the new process. You will receive a confirmation when the item is published.