NotoWare Support: Resource Display

Resources
- Creating Business Process
- Related Resources
  - Assigning Process Administrator

Creating Business Process

SUP-NTW-SYS TSK 000010 01

Release Date: 9/27/2018 11:36 AM

Business Process: NotoWare
Group: NotoWare Admin

Purpose:

This is the instructions for creating business process. The process is used to organize and mange the documentation for a business area.

Scope:

NotoWare Administrator creates the processes
This task is performed during the setup of NotoWare or when new business areas start using NotoWare
A process first needs to be created before documentation for the process can start.
Adding processes are done individually or in small batches per task

1 Prepare Process Information

Collect the information needed to create the processes

The following information is needed for the process
- Process Name: Names should be recognizable by users
- Process Purpose: Description of how the process contributes to the company
- Prefix: 3-4 character abbreviation for the process. The prefix is displayed with the document id
- Department: Select the department the business process is associated with
Process administrators for the process. Process administrator organize process documentation and assign users to documents.

Last revision: 9/27/2018

2 Open NotoWare Administrator Screen

Select the Features > NotoWare Administration menu item.

Last revision: 9/27/2018

3 Selection Option to Add Process

	Software: NotoWare Application
	Screens: Business Process Grid
	Path: Features >NotoWare Administration: Business Progress Grid

Software: NotoWare Application

Screens: Business Process Grid

Path: Features >NotoWare Administration: Business Progress Grid

The business process grid is for creating processes and assigning process administrators.

Business Process Grid
Field name/Feature	Description
Department Grouping	Organizes processes by department
Business Process column	Displays process name
Purpose column	Displays process purpose
Prefix column	Displays an abbreviation for the process. The prefix is used in the document id.
Counts	Displays counts of users with document assignments for the process and a count of process administrators.
Administrators	Select assign option will to assign administrators. Red notice indicating if the process needs an administrator. (not displayed) Red notice if the process is using a system role to assign all users to documents (not displayed)
Edit	Select edit option to edit process informations
Add New	The add new option at the bottom of the grid is for adding processes.

Review process grid to determine if the process already exists
Select the Add New option

Last revision: 9/27/2018

4 Enter Process Information

	Software: NotoWare Application
	Screens: Modify Process
	Path: Features >NotoWare Administration>Process Grid: (Edit/Add new)

Software: NotoWare Application

Screens: Modify Process

Path: Features >NotoWare Administration>Process Grid: (Edit/Add new)

Process screen to enter and modify process

Field name/Feature	Description
Name	Name of process
Purpose	Purpose of the process
Department	Department
Prefix	Abbreviation for process. Prefix is shown on document id.
Save/Cancel	Select save or cancel option to save or cancel changes

Enter Process Name
Enter Purpose for Process
Select Department
Enter Process Prefix
Select Save to add the process

Last revision: 9/27/2018

5 Locate Process Needing Administrator

	Software: NotoWare Application
	Screens: Business Process Grid
	Path: Features >NotoWare Administration: Business Progress Grid

Software: NotoWare Application

Screens: Business Process Grid

Path: Features >NotoWare Administration: Business Progress Grid

The business process grid is for creating processes and assigning process administrators.

Business Process Grid
Field name/Feature	Description
Department Grouping	Organizes processes by department
Business Process column	Displays process name
Purpose column	Displays process purpose
Prefix column	Displays an abbreviation for the process. The prefix is used in the document id.
Counts	Displays counts of users with document assignments for the process and a count of process administrators.
Administrators	Select assign option will to assign administrators. Red notice indicating if the process needs an administrator. (not displayed) Red notice if the process is using a system role to assign all users to documents (not displayed)
Edit	Select edit option to edit process informations
Add New	The add new option at the bottom of the grid is for adding processes.

Identify the process just entered in the grid
The process has a red notice indicating an administrator is needed
Select the Assign link for the process to assign administrator.

Last revision: 9/27/2018

6 Assign Process Administrators

Instructions for assigning process administrators are in the attached Assign Process Administrator job task.
Return to these instructions after assigning the administrators.

Last revision: 9/27/2018

7 Review Entered Processes

Review the list of processes in the grid especially the ones just entered for accuracy

Last revision: 9/27/2018

Last Section

Field name/Feature	Description
Outline Control	The outline control is located on the left-hand side and is used to navigate to document content. The outline control lists both the document titles and the sections within the document (see below). Note: the "Display Process/Group Information" option will further organize the documents in the outline by process and group. Click on the box to see this information. That outline may contain multiple documents for the following reasons: Custom list: the outline enables users to navigate between the documents on their custom list. Related documents: users can identify reference documents in their document sections. When the primary document is open, the reference documents are added to the outline as related documents and can be quickly navigated to for review. Project documents: the list of documents that are being created or modified in a project will be listed in the outline for the project.
Document Content	The document content is located in the center of the document display screen and lists the document details. The document content consists of four main components: Title Header Sections Branches
Title	The Title area displays following information: Document title. Document type icon . The "Business Process' and "Group" information for the document. The document id. The id consists of: The prefixes for department - process - group The prefix for the document type Numeric document id Document revision The release date for the document
Header	The header content area is optional and contains additional information for the document i.e. Purpose and Scope. The header contents will vary and are based upon the template configuration for that specific document type.
Sections	The sections of the document will contain the bulk of the information for the document. The section types, formatting and number of sections will vary and are based upon the template configuration for the document type. The sections also display the revision date for the section. User Interface display: if the section is associated with a user interface, then the interface name, application and path location for the interface is also displayed. Reference Document display: if the section is associated with a reference document or documents, then the list of documents will be displayed within the section.
Branches	Branches are optional sections used primarily in instructional documents. They allow the user to branch off of the typical path of instructions to address an exception or atypical work scenario. Branches are separated from the rest of the document instructions and do not interfere with the typical path of instructions. The branch area has a header section used to describe the purpose of the branch and sections that are similar to document sections. At the end of the branch, the user can return back to a document section.
Document Options Menu	The document options menu provides access to functions for the open document: The menu provide options to the following functions: Print Page: open a new browser page with the contents of the document that can be printed. Show Interface Items: displays interface information associated with the document sections. List Interface Items: displays a list of the interface items associated with the document section. User Team: displays the users who are assigned to the document. Modify: menu item only visible for users assigned as authors or approvers for the document. The menu option will create a project to modify the document. Create Issue: menu item only appears if the document process has assigned a support team to address issues. The menu option will create a new issue for recording the issue concerning the document. Associated Documents: displays a list of documents that uses this document as a reference. Revisions: provides a list of the document revisions and allows the user to view the modifications for each revision.