Creating a Process Map

A Process Map is a visual management tool that uses diagrams to display a chain of events that result in an outcome.

You can create process maps directly in QSToolbox as part of a Document, using 'Diagram' content block and the embedded drawing tool from Draw.io.

1: Add a New Document

To create a new Process Map in QSToolbox, you'll first need to Add a New Document.

Click the [DOCS] tab to open into the Documents Module and then the blue [+ ADD DOCUMENT] in the top right-hand corner.

You'll need to name your Process Map, then scroll down and click the blue [SAVE] button on the bottom left of the page.

2: Edit the Draft

Go to the Draft version of your newly-created document so you can edit the content.

To do so, click on the [DRAFT] tab halfway down the page.

Just beneath, you will see the [CONTENT] tab with several buttons for the different types of content you can add. A document can have multiple blocks of text, image, and diagram content.

3: Add a Diagram

Within the CONTENT tab, click on the orange [DIAGRAM] button. This will add a diagram block to your document and open the drawing workspace.

4: Create your Process Map

It may take a few seconds for the 'Add Diagram' drawing workspace to load. Once loaded, you can choose the set of symbols you wish to use on the left-hand menu. There are different sets of shapes available, e.g., General, Flowchart, and Floor plans.

Click and drag the shapes you'd like to use into the drawing space and position them as necessary.

You can hover the mouse pointer over an icon to see Help text.

At any time, you can save your progress by clicking on the blue [Save] button at the top right corner of the drawing page.  

This will save your work to the CONTENT tab. You can edit the drawing by clicking on the pencil icon to the right of the diagram content block.

Add to your map further by using the various tools available, such as the Arrow and Text options.

Arrows

There are a number of ways to add connectors to show the flow between your process steps.

Hover over a shape to see light grey arrow icons appear, then move over the arrow where you want to start a connector. Click and drag the connector and choose the next shape.

To add a connector between shapes, hover over a connection point on the edge of the starting shape until it highlights in green, then click and drag the connector to the desired end point.

You can also add a connector by choosing the 'Directional Connector' icon from the shapes menu.

Add Text

To add text to a shape, select the shape and start typing. If there is already text in the shape, it will be replaced with the new text. To edit existing text, double click on the shape and the position the cursor where you want to edit.

You can also add text to your diagram without any shape using the Text 'shape' available in the 'General' set of shapes.

This icon will generate a Text box in the drawing space that you can move and resize in the same way as other shapes.

You can format your text using the 'Text' tab on the right-hand column of the screen:

Further information and ideas on drawing a Process Map can be found here.

5: Submit & Release

As for all documents in QSToolbox, you'll need to go through the document workflow to release the draft so that other users can view it:

1. Submit the document for review (Editor)
2. Review the document to ensure it is suitable for use (Reviewers, Approver)
3. Approve and Release the document (Approver)

6: Accessing your Process Map

Once the document has been released, other users will be able to view the document content including diagrams. The content is viewed in the browser like a webpage, or can be printed.

To make changes to a process map that has been released, you'll need to edit the draft document and then go through the workflow process to release a new version of the document.