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User Guide
2015-01-01
ProcessManager ApS
Hovmarksvej 68
DK-2920 Charlottenlund
T 40 84 44 41
Mail: [email protected]
Web: www.process-manager.dk
Web: www.easy-mapping.com
CVR 28 69 77 67
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67
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Contents
Introduction – What constitutes a process view ............................................................................................... 2
Tools for working with ProcessManager ........................................................................................................... 3
Users .............................................................................................................................................................. 3
Reload ........................................................................................................................................................ 3
Print ........................................................................................................................................................... 3
Favorites .................................................................................................................................................... 3
Search ........................................................................................................................................................ 3
Full screen .................................................................................................................................................. 4
Contact process owner .............................................................................................................................. 4
Creating/deleting favorites........................................................................................................................ 4
Improvement document ........................................................................................................................... 4
Information ................................................................................................................................................ 4
Language.................................................................................................................................................... 4
Authors .......................................................................................................................................................... 5
New Process .............................................................................................................................................. 5
Format painter........................................................................................................................................... 5
Paste .......................................................................................................................................................... 5
Undo/Redo ................................................................................................................................................ 5
Save............................................................................................................................................................ 5
Editing in ProcessManager ................................................................................................................................ 6
Creating a main page ..................................................................................................................................... 6
New main pages ........................................................................................................................................ 8
Inheritance................................................................................................................................................. 8
Creating a subpage ........................................................................................................................................ 9
Bullet points............................................................................................................................................... 9
Working with processes ................................................................................................................................ 9
Dragging & dropping ................................................................................................................................. 9
Creating links ........................................................................................................................................... 10
Communicating with the process owner................................................................................................. 11
Extra information..................................................................................................................................... 11
Process rights........................................................................................................................................... 11
Languages .................................................................................................................................................... 12
Statistics (optional) ...................................................................................................................................... 12
Navigating using the menu (optional) ............................................................................................................. 13
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67
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Authors ........................................................................................................................................................ 13
Introduction – What constitutes a process view
A process view is composed of six parts:
1. The main page is the
starting screen of the
process view. It gives an
easy overview of the
company or departments
processes and it is used to
navigate to a specific area.
2. The main process is the
main division of processes.
A possible division could be
Stakeholders,
Management, Customers and Support.
3. Processes are subdivisions of a main process.
A main process is opened by clicking the name of the main process itself, or one of its processes:


By clicking the title of the main process, its subpage will be shown, but without unfolding any
processes.
By clicking a (shaped) process, the subpage will be shown, unfolding the clicked process.
4. The subpage places
processes from the chosen
main process along the top
line of the screen.
A process can be unfolded,
showing its
5. Sub processes, which can
also be unfolded into new
sub processes.
Usually, the lowest sub
processes will show
6. Bullet points for the sub process.
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67
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Bullet points can be used to link to documents, your intranet, other IT systems, Internet web pages etc. This
is where concrete information about how to do a task is put.
Bullet points with a link are marked by a drawing pin. Clicking the link will open the document/page.
The path directly below the ProcessManager logo, can be used to navigate to parent pages.
Tools for working with ProcessManager
Users
A user will have the following tools available:
Reload
This button is used for updating the information. This can for instance be used to check if
someone has created new content.
Print
This button is used to print information from the current page.
“No fitting” will print the page without changing sizes to fit the page.
“Fit width”/”Fit height” will print the page such that the width or height will fit
one print page.
“Fit both width and height” will fit the whole page into a printed page.
In most cases, doing the print in landscape mode will be the best option.
Favorites
This button is used to jump directly to your favorites. Clicking the button will
show a list of favorites. Clicking one of these will show and mark that
process/bullet, opening the correct page if necessary.
Search
This button is used to search for specific processes, documents or in entered extra information.
Either words or phrases can be entered. The search is case-insensitive.
Searching for words will find names/information that contains any of the entered words, or where the
entered words are part of the name/information.
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Searching for phrases is done by surrounding the words with quotation marks, i.e. “This is my search
phrase”. Only names/information containing the whole phrase will be found.
1.
2.
3.
Write the search term.
Select what to search for.
Click “Search”.
4.
The list will show the results. Clicking
a result will show and mark the found
process/document.
Full screen
This button will show a helping text, explaining how to toggle full screen (press F11).
Contact process owner
It is possible to send an email to the process owner, i.e. with suggestions for improving the process.
Right click the process for which you to send an email, then click “Contact owner”. Your email application
will create a new mail window, with receiver and subject pre-filled.
Creating/deleting favorites
Favorites can be used to gain quick access for a certain process.
To create or delete a favorite right click the target process and click
“Favorite”/”Not favorite”.
Improvement document
If a document has been linked to the process, i.e. a list of ongoing or planned
improvements, a pin will be shown. The document can be opened by clicking
the pin.
Information
If some extra information has been entered for a process, an i-symbol will be
shown on the process. If you hover the mouse over the symbol,
ProcessManager will show the entered information.
Language
If more than one language has been created for the ProcessManager installation, it
will be available as a drop-down list. The installation’s default language will always be
on top, the rest will be sorted alphabetically.
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67
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When a specific language is chosen, all processes and bullets will be shown in that language, if they have
been translated. If any has not been translated, they will be shown in the default language.
Authors
Authors will have all the tools of the standard users, and a suite of editing tools.
New Process
This will create a new process. This is mostly used for adding the first process on an empty
page.
Format painter
This is used to copy formatting (font, colors, justification and shape) from a process or bullet
point to others.
1. Click the button. It will be highlighted to show that it is active.
2. Click the process or bullet point that is the source of the format. It will be highlighted to show that
it is the source.
3. Click the targets to “paint”.
4. Click the button again to deactivate the tool. Highlights will disappear.
Paste
This is used for inserting previously copied elements. An element is copied by right clicking it,
and clicking “Copy process/bullet”. After clicking the button, the element is dragged to its new
position. See Dragging & dropping on page 9 for details.
Undo/Redo
These will undo and redo operations, much as in most other programs. Operations will only
be undoable until they have been saved, though.
Save
This will send your changes to the server, and save them. Please note: It is advised to save
fairly often, as network problems might very well lose your changes.
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67
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Editing in ProcessManager
Creating a main page
First step in creating a new main page, is clicking the toolbar button “New process”.
This will open an editing box, which will enable you to name and design the main process.
After placing the first process (headline), it will be used as a starting point for new processes.
Right click the process, and click “New process”
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Now three arrows will show around the process. Click
the one that symbolizes the process type that you want
to create.
Right arrow: Add the processes that the main process is
made of (dividing the main process).
Up/down arrow: Add new main processes.
The editing box will appear, enabling you to define the
text and design of the process.
Continue doing this, until the main page is completed.
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67
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New main pages
If you want a process to unfold onto a completely new main page, the checkbox “Page” inside the tab
“Shape” should be checked.
Inheritance
When a new process is created, it will inherit size, shape, font, drop shadow and 3D effect settings from the
process it is based on except when that process is a main process, and the new process is a normal process,
or vice versa.
Process owner will always be inherited from the parent. The parent is the main process a process is
dividing, and the process a sub process is dividing.
Improvement documents and extra information (see page 4) are never inherited.
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Creating a subpage
When a main page is completed, a subpage can be opened by clicking one of the processes in a main
process. The list of processes will now be places on the top of the page. This is called the subpage view.
Here, sub processes can be added to a process. These are created the same way as the processes on the
main page:
1.
2.
3.
4.
5.
Right click a process.
Click “New process” in the context menu.
Click the downward arrow.
Enter the details of the sub process.
Click “OK”.
When a sub process has been created, more sub processes can be created, either at the same level, or as
children to the new process, thereby describing the process in even more detail.
Bullet points
When it makes no sense to subdivide a process any
more, a number of bullet points are created below
the deepest sub processes.
1.
2.
3.
4.
Right-click a sub process.
Click “New bullet”.
Enter the details of the bullet point.
Click “OK”.
More bullet points are added by doing the above on
the first bullet point. In this way, they will inherit the
graphical design of the first one.
Working with processes
Dragging & dropping
It is possible to edit the position of
documents, simply by dragging them to a
new position.
1. Click and hold the left mouse button
or bullet point that you want to
move.
2. Drag the element to the wanted
position. If the position is valid, a
black bar shows where the element
ends up.
3. Let go of the left mouse button. The
element will move.
If the position is off the screen (i.e. if the content is wider than the screen), dragging the element to the
edge, will scroll the page.
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Creating extended information
Right click on a point or process -click on “edit process”,
then click on “information” and choose “extended
information”.
Here you can type a text document and at title.
Creating links
From a bullet point or process, it is possible to create links to i.e. a document or a web page, or even
another bullet point or process.
1. Right click a bullet point.
2. Open the tab “Information”.
3. Click “Link”.
a. To link to a home page, simply enter the URL.
b. To link to a file on a network drive, click “Link from network share”, and use the file
chooser to find the file.
4. Click “OK”.
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In some installations, it is also possible to upload
instead. In that case, click “Upload” instead of “Link”,
and use the file chooser to find the file.
To link to another bullet point or process, copy the
element (using the right click menu and clicking “Copy
process”/”Copy bullet”, then paste it as a URL as in
3.a.
Communicating with the process owner
It is possible to make communication between users
and the process owner easier, by entering the process
owner’s email into the process. This is done in the tab
“Info” in the process editor.
Extra information
Entering extra information for users is done in the tab “Info” in the process editor.
Process rights
It is possible to define rights for both processes and
bullet points; this is done in the process editor tab
“Rights”.
There are two types of rights: One for viewing and one
for editing. Both can be set to “All” or “From list”.
When using “From list”, individual users and groups
can be assigned the right to view or edit. Groups are
always after all users, and marked using [] around the
name, as in the example where [Administration] and
[Sales] are groups, and the rest are users.
Please note that only authors can be given editing
rights, and that administrators always have full access.
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Languages
It is possible to add new languages in ProcessManager. This will enable authors to translate processes and
bullet points into the created languages.
If a process or bullet point has not been translated, the default language will be used. In this way, it is
possible to only translate parts of a ProcessManager site that will be used by speakers of a certain
language, while keeping the rest of the site in the default language for the company.
Creating and editing languages can only be done
by someone with administrative rights.
In the dialog, it is possible to create, edit and
remove languages.
For each language, it is also possible to choose what language
the user interface should be in (only English and Danish are available at the moment).
One of the languages can be defined as the “default” language.
When authors change to a non-default language, most editing options will disappear. Only “translate
process/bullet” will be available. This has been done to make sure that no semantic changes are done
without the default language being updated along with it, which would be very confusing.
In translate mode, texts, information and links can be edited, along with font and font colors.
Statistics (optional)
Statistics shows details about how the business system is actually used. You are able to see
which areas are most commonly visited, and which areas are never used.
The statistics dialog shows the
pages and processes in a tree, along with the
statistics of each process. You can unfold each
process to view its sub processes.
The Process column shows how many times the
process has been unfolded or a link has been
opened on the process itself. Total shows the
same for the process or any sub processes.
The Period dropdown on top can be used to limit
the period of the statistics. The periods available
are All, Year, Month, Week and Day.
The tree is initially sorted in whatever order is
normally used. By clicking the column headers, you can sort alphabetically or by visits (Process or Total)
instead.
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Navigating using the menu (optional)
If enabled, a menu with shortcuts is initially present when logged in to Process
Manager. This menu contains links to frequently used and important processes
and documents. Just click a link to go directly to the linked process or document.
These are used to open or collapse the whole tree.
This is used to hide and show the menu. The menu covers the page
headings, use this to reveal them.
Authors
Authors are able to edit the menu. Add processes to the menu by right clicking
and choose Add to menu. If a process contains links, you can also use Add link to
menu.
To add a new folder, right click an empty space in the menu and click New folder. To add a subfolder, right
click a folder and click New folder.
To rename or delete a link or folder, right click, and click Rename or Remove from menu.
To reorder or move links, just use drag & drop. Initially, newly added links will go to the unsorted folder, so
remember to move these to the intended destination.
When you are done editing the menu, click this to save your changes.
ProcessManager ApS, Hovmarksvej 68, DK-2920 Charlottenlund, T: 40 84 44 41, CVR: 28 69 77 67