Purpose


Generate a process document in MS Word compatible or PDF format. Process documents are generated through profiles. 


A profile stores options that control the format and content of the Word document that can be generated for each process. Options include:


• Font style and size 

• List numbering 

• Including or omitting sections 

• Adding custom sections 

• Re-naming section headings


Boilerplate items are “fixed” items and content included in the Process document generated. Generally, boilerplate items represent the introductions to each section of the process document. Once defined, these items generally do not change.
Note: The boilerplate entries belong with the process regardless of which Profile is used to control the export.


Also, there are boilerplate entries corresponding to other parts of the document such as:


 Footer 

• Main Title

 

Profiles can be linked to a specific process definition or can be shared by all processes within a workspace. Boilerplate data is ALWAYS linked to the specific process. Boilerplate details go hand-in-hand with the process details entered into Design. Boilerplate details are not linked to any profile even though the boilerplate tab is located along side the profile tab. This is done for convenience. 


Prerequisites 


• Process Definition 


Role 


Editor, Workspace User Admin


Notes


• To export the process document to an MS Word format file, click on the  icon next to the profile. 

• To export the process document to a PDF format file, click on the   icon next to the profile.

 

Steps to Create and Update Profiles

 

1. Click on the Edit icon  to update a Profile or New Profile to create a new one



2. Update all fields



3. Select Create or Update to apply the changes


Field Descriptions


Field Label Description
Name Provide a name for the spreadsheet
Description Describe the purpose for the spreadsheet
Share across Organization When selected, other users can use this profile
When left blank, only the creator of the profile can use this profile
Unique to Workspace / Process When selected, this profile is only available within the current process and workspace.
When left blank, this profile will be available to all processes across all workspaces. In this case, any changes made to the profile will be used whenever the profile is used to generate the process document for any process.


Steps to Update Profile Options


1. Click on the hyperlink of the profile name to reveal options page



2. Click on the Edit icon  to update profile general options



3. Update fields as required



4. Select Update to apply the changes


Notes

 

• To export the process document to an MS Word format file, click on the  icon. 

 

• To export the process document to a PDF format file, click on the  icon

 

Field Descriptions

 

Field Label Description
Theme Select a theme from the list.
Each theme represents a combination of font styles and other formatting elements.
Font Choose a font from the list provided
Section Numbering Choose whether sections should be numbered
Margins Choose the margin size
Display Empty Fields Empty fields can be displayed or suppressed.
Displaying empty fields can serve as a reminder that additional details can be included in the process definition. Suppressing empty fields can simplify the look of the document.
List Numbering Items presented in a list can be numbered, bulleted, lettered or merely listed as is.
State Diagram Layout Choose the desired layout option for the State diagram. See Specifications -> States & Triggers -> State Diagram to display the State diagram using corresponding options,
CFFD and State Orientation Choose the default orientation for flow diagrams and state diagrams.
Table Borders Choose to add borders around tables and charts
Document Logo Displays the file name of the logo if one was imported
Upload Document Logo Click on the field to upload a logo that will appear on the front page of the exported Word document.



Steps to update Section Options


1. Click on the Section Options tab to reveal the list of options

 

 


5. . Click on the Expand   to reveal nested options



6. Click on the Edit icon   to update section option



7. Update fields as required


8. Click on the  icon to accept changes or   to cancel


Notes 


• To produce the document, click on theProduce Process Document action. 


• Select “Enable Macros” if prompted when opening the process document, otherwise you must manually update the table of contents to update page numbers.


Field Descriptions


Field Label Description
Section Title Enter a new Title for the section. The value included here will be displayed as the heading for that section.
Example: Entering “Process Metrics” as the section title will replace the default heading of “Metrics”
 Show Select the checkbox to include the section in the exported Word document.
Uncheck the checkbox to omit the section from the exported Word document

Steps to update Boilerplate


1. Click on the Section Options tab to reveal the list of options



2. Click on the Edit icon  to update the Boilerplate item


3. Update all fields



4. Select Update to apply the changes


Adding Images via the Rich Text Editor 


Click the Image Manager icon  in the rich text editor to open the window to import images into Navvia and to insert images into the field. See article on Adding Images via the Rich Text Editor for details on using the image manager.


Notes 


• To produce the document, click on the   Produce Process Document action. 


• Select “Enable Macros” if prompted when opening the process document, otherwise you must manually update the table of contents to update page numbers.


Field Descriptions


Field Label Description
Description Enter text that will appear in the corresponding section of the exported Word document.