How to Document a Process

Regardless of the size of your organization, it is important that your process be documented before you build it in Integrify. In most cases, even if the process has been documented in the past, at the time of your Integrify implementation there are bound to be subtle variations and/or roles and responsibilities changes in the process now that may not have existed when the process was originally initiated.

If you are moving from a manual to automated process, it is extremely important to identify every task that is completed within a given process. Although a given a task may not be represented in the workflow built into Integrify, it is still part of the process in some fashion and all responsible parties will need to understand what is required of him/her when they are assigned a task to complete in Integrify.

Documenting the process does not require the use of special tools or costly software (any word processor or spreadsheet will do). The following example is just a bulleted list of the steps a company needs to put into place for an approval process when employees make purchases. The workflow proceeds as follows:


  • An employee will start the Purchase Order Request and be taken to the first task which
    is the P.O. Request Form. The requester will enter into the form information about the
    item(s) that need to be purchased, such as the type, quantity, and cost.
  • Once the P.O. Request Form is complete, the requester’s manager is assigned the task,
    Manager’s Approval. In this task the manager will chose whether to approve the
    request, deny the request, or ask the requester to revise the form.
  • If the manager denies the request, the manager is taken to a form to the task, Manager
    Deny Comments
    to explain why the request was denied.
  • The manager may request more information fro the requester and in that case, the
    manager is taken to the task, Needs Revision Comments where the manager describes
    the additional information needed, then the original form is assigned to the requester to
  • If the manager approves the request and the order is for less than $10,000, the flow
    proceeds to the task, Approval Notification, which sends out an email to the requester
    notifying them that the request was approved. After the email is sent the purchasing
    department receives the task Purchasing Dept. Form where they enter in the
    information about the order that was placed.
  • If the manager approves the request and the order is greater than $10,000, the CFO is
    given the task, CFO Approval where the CFO can either approve or deny the request.
  • If the CFO approves the request, the task, Approval Notification sends out an email
    notifying the requester that the order was approved.
  • Once the Approval Notification task completes, the task, Purchasing Department is
    assigned to the purchasing department and they complete a form indicating the order and
    shipping information.
  • After the purchasing department competes the Purchasing Department form, the task,
    Order Placed Notification is started which send an email to the requester informing
    them that the order has been placed.
  • The workflow will end if either the manager or the CFO rejects the request, or when the
    Order Placed Notification is sent out.

Once the steps have been document, it is very helpful to have a visual representation of the process flow. If you have Microsoft Office Visio, using it will be the easiest way to create a workflow chart. If you do not own a copy of Visio, Microsoft Word’s “AutoShapes” will let you draw simple shapes and arrows. There are also many freely downloadable programs to create drawings such as Dia or UML Pad.

Below is a Visio diagram for the purchase order example that we will use:


Now that your process has been well defined and you know what tasks are required within your workflow, it recommended to record, at a minimum, the following additional attributes for each task:

  • Task Name
  • Task Type/Purpose
  • Recipient(s)
  • Start Rules

Other items you might want to consider for each task might be:

  • Verbiage/text for email notifications for each task
  • Alternate Display options for each task
  • Recipient rules if conditions exist that only certain recipients of a task are assigned based on data
  • Do all task need to be displayed in the Task History?

You can create a simple chart like the following to have on hand while you are building your process:


Task Name   Task Type/Purpose  Recipient(s)  Start Rules
P.O. Request  A form to enter
information about the
purchase order.
 The person who starts the
request (i.e. Requester)
 Process started
Manager’s Approval  An Approval task:
Manager chooses to
approve, deny, or send
back to requester for more
 The requester’s manager.  P.O. Request form is
Needs Revision
 A form where the manager
can enter comments about
why the P.O. Form needs
to be revised.
 The requester’s manager.  Requester’s manager
chose to send flow back to
requester for more
Manager Deny
 A form where the manager
can enter comments about
why the request was
 The requester’s manager. Requester’s manager
chose to deny the request.
CFO Approval  An Approval task: CFO
chooses to approve or
deny request.
The CFO Requester’s manager
approved the request and
the request is for more
than $10,000
CFO Rejection
 A form where the CFO
can enter comments about
why the request was
The CFO CFO chose to deny the
Rejection Notification  Send email notification
that the request was denied
The requester Either the manager or the
CFO rejects the request.
Approval Notification Send email notification
that the request was
The requester The manager approves and
the order is for less than
$10,000 or the CFO
 Purchasing Dept. A form that the purchasing
department completes to
indicate the shipping
Purchasing Department Approval Email Sent
 Order Placed Notification Send email notification that the order was placed. The requester Purchasing Dept. form


Now that have a well defined process it is time to begin your initial process build in Integrify.


Last Updated on Friday, 08 May 2009 07:53 


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