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Create and Publish Process - Knowledgebase / Manage Content - Holocentric Connect

Create and Publish Process

How to create and publish a new process in Holocentric Connect

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:
  • not shown in lists
  • not shown as a related item on any other items. 
  • not accessible by URL (will show item not found message)
  • not shown in any downloadable report. 


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.


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.


2.4 Your step should now appear on the process sequence menu.


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.  


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.

 

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.


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.    

 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.  

       

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.

     

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.        

    

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.      

   

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.

        

 END