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Workflow Visualization Tool

How to visualize processes workflow

Nicolas Perez avatar
Written by Nicolas Perez
Updated over a week ago

"A picture says a thousand words" as they say, and this is certainly true for processes!

As you build and implement new processes or improve existing ones, it can become more challenging to keep track of all the stages and steps you need to follow, as well as the logic implemented to ensure the best results. Visualizing your processes as a flowchart can help you easily understand your workflow, organize your ideas, and gain valuable insights.

This will make it easier to see how a process flows to a) make sure it's built the way you want, and 2) be more confident in the processes you're running.

Visualizing a Process Workflow

Option 1: Process Type

To visualize your process workflow, first select one of your process types by clicking on the Process tab in the left-hand navigation bar and choosing the one you want to open

On the Process Type Overview Page, simply click on the button labeled ‘View Process’ to open the visualization tool.

From here, you can visualize all the stages and steps present in the process you have selected.

The stages of your process will be automatically organized following the logic you have created.

You can reorganize your workflow as you prefer by dragging and dropping the stages, but this will not change any logic and flow created beforehand. To change the logic of a process, you need to access your process settings page.

Please note that stages are divided into four categories: Backlog (Blue), Active (Orange), Completed (Green), and Canceled (Red).

The lines indicate the existing relationships between stages, and you can review the logic behind these relationships by hovering your mouse over the workflow icon.

Note: If a stage is not connected by any lines, this could indicate that it's not related to any other stage, and there's no conditional logic or specific criteria added to it.

To visualize all the workflow steps present on a stage, simply click on the stage name. The stage will be highlighted, and on the right side, you will be able to see all the information related to it.

On the right tab, you should be able to see the number of steps in this stage, the current number of processes on it, and the expected number of days it should take to "finalize" it according to your custom delays for steps.

To view step details such as description, instructions, or conditional logic, simply click on a step name.

Option 02: Process Instance

In addition to visualizing your workflow at the process type level, you can also select a specific instance within your process and view the workflow specifically for it.

  1. First, select an instance on your list

  2. Click on 'View Process'

In this option, you will be able to track where this instance is in your process workflow, understand what has been completed, and view all remaining stages and steps.

Completed stages will appear translucent, and the current stage will be highlighted.

By clicking on a stage, you will be able to see all the steps that have been completed.

Additional Functions

When visualizing your workflows, you also have a few additional options at the bottom left of your screen:

  • Zoom in/out: Use the '+' and '-' buttons to increase or decrease your zoom.

  • Centralize: The third option allows you to centralize the workflow on your screen.

  • Lock: Click on the Lock option to lock the movement of the stages on your screen.

  • Download: You can download your workflow by clicking on the download icon. Your flow will automatically be saved on your computer in .png format.

  • Reset: The last option allows you to reset your flow to its original state.

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