How to use the Process map

Instructional video on how to use the Process map:

How to use the Process map

Navigate to ‘Process map’ 

To do this, simply click on the button on the right top corner of your screen in the Procedures module. After clicking on the button, you will see your overview. It will be empty as nothing is configured yet. 

Explanation of the overview & buttons:

Only mine: you will be able to see all the procedures, forms and documents that are assigned to the groups that you are part of. 

Show all: all the procedures, forms and documents that are assigned to group(s) that you are not part of, will be blurred. It’s not accessible, but you can see the bigger picture.

Procedures: if you click on this button, you will be redirected to the procedures module. You will leave the ‘Proces map’.

Download PDF: by clicking this, you will download the complete process landscape.

Published: you can see the published map by clicking this. Also, you will see a couple of new buttons appear, such as: invite people, publish, and new map.

Edit mode: to enter editing mode. By clicking this, you will also see the buttons: invite people, publish, and new map.

The ‘Published’ & ‘Edit mode’ buttons:

Before clicking on the ‘published’ or ‘edit mode’ buttons:

After clicking on the ‘published’ or ‘edit mode’ buttons:

Invite people: clicking this button, it will generate a link that you can send out to users of Qooling. This way, the users can see the draft of the process landscape.

Publish: this button will save and publish the process landscape. 

New map: create a new map by clicking this button. You will see the following screen when clicking the button.

Name: this will be the name of the map.

Preset: here, your previously used colors for the map will be stored. 

Creating your process landscape

Step 1: Configure the name, and colors that you will use for your map.

Click on the ‘Save’ button when you are done.

Step 2: Add a new item to the newly created map

To do so, click on the + button.

You will see the following options:

Step 3: Add multiple maps to your process landscape

It’s optional to add multiple maps to your process landscape, for this example we will add four maps. Click on ‘Save’ after each newly configured map.

Repeat this process for the following three maps. It will look like this:

Step 4: Add processes, documents and/or forms to each newly created map.

This is also optional. By clicking on the ‘+’ at each map, you can add new processes, documents or forms to each map.

By clicking on ‘process’, ‘document’, or ‘form’, you will get to see the following screens:

Process:

Document:

Form:

As you can see on the previous screens, there are some options to choose from.

Filters

It is possible to ‘filter’ on the name of the document that you are looking for. 

Groups

It is possible to only be able to choose from [procedures/documents/forms] that are assigned to a particular group. For example, if I wanted to add a new form to one of the maps, and at the ‘group’, I selected ‘The Hague’, I can only see the forms that are assigned to this group.

Select all & Deselect all

With these two options, it is possible to select all available forms, and to deselect them all.

Now that we added procedures/forms/documents to our maps, it will look like this:

It is also possible to add a new ‘map’ to an existing map. For example, we will add a ‘map’ to our Quality map.

Step 5: Click on the ‘Quality’ map.

As you can see, the following screen will open:

At the ‘Quality policy’ map, there is a possibility to add new processes, documents, or forms. Also, it's possible to add another map, in this map. For this example, we will add another form in this ‘Quality policy’ map.

By doing this, you can configure your process landscape however you prefer, with a lot of options. You can create maps, in maps, and add procedures/documents/forms to them.

Step 6: Publish your process landscape

Before we are going to publish the process landscape, we would like to invite people to see the draft version. So, we will use the ‘invite people’ button. 

Copy this generated link, and send it out to users that have a Qooling account. If the users clicks on the link, they will be redirected to the process landscape draft.

This is what the users will see when they click on the link:

If a user clicks on a document, like the ‘Monthly Safety Tour’, they will see this:

Now that we have gathered feedback from the users, we are ready to launch the process landscape. For doing this, we will click on the ‘Publish’ button.

A pop-up will appear, click on the ‘Publish’ button again.

Your process landscape is now live and published.