Generating process documentation reports

Process Manager allows you to generate process documentation reports. These reports are comprehensive documents that contain all your diagrams, including all element descriptions and dictionary entries.

You can generate these reports as either PDFs or Microsoft Word documents.

To generate a process report, follow these steps:

  • Click Process Documentation (PDF) or Process Documentation (Word) in the Reporting menu of the Explorer’s top drop-down menu.

  • A configuration wizard appears, where you can select the diagrams that are to be included in the process documentation:

    ../../_images/exportdocumentation0_en.png

    Change the diagram selection

    • Select the diagrams that should be included in the process documentation:

      ../../_images/exportdocumentation1_en.png

    Select the diagrams you want to include in the process documentation

    • It is also possible to use a filtering functionality to select diagrams. Click Add filter to open the corresponding dialog:

      ../../_images/processdocumentation_filter_en.png

      Add a filter to find diagrams faster

    The example below creates a filter for Business Process Diagrams that are stored in the folder Shared documents and have the word “supply” in their title.

    Choose the folder “Shared documents” from the upper drop down list. Tick Diagram type and select Business Process Diagram (BPMN 2.0) from the drop down list on the right (Diagram type equals Business Process Diagram (BPMN 2.0)). To filter for the word “supply” in the diagram title, tick Name and type in a search term, e.g. supply on the right:

    ../../_images/processdocumentation_filterdialog_en.png

    Adjust the filter

  • Click OK. Diagrams that are found in the filter will be selected for the process documentation report.

  • Select whether diagrams that are linked in the chosen diagrams shall be included. By default, no additional diagrams will be included. If Linked subprocesses of the first level is chosen, only those diagrams connected directly to those selected before will be included in the documentation, whereas Linked subprocesses of all levels includes all reachable diagrams.

    ../../_images/exportdocumentation2_en.png

    In this case, every linked subprocess is supposed to be exported

  • Click Define Export options.

  • A second page appears where you can configure the documentation.

    • Choose a template. If you already created process documentation templates, those can be used when generating a process documentation. Otherwise, the Signavio Template is selected by default.

      ../../_images/processdocumentation_choosetemplate_en.png

      Selecting a template for the report

    Hint

    The template Signavio matches the default process documentation template that was included in newly created workspace until version 5.1 of Signavio Process Manager.

    • Choose the template language (only if multiple languages are defined for your workspace)

      The chosen language will be applied to the process documentation template as well as the diagrams that are included in the export.

      ../../_images/processdocumentation_chooselanguage_en.png

      Choose a template language

    • Configure diagram information

      You can now enter information about the diagram, e.g. the author or organization. In the Enterprise edition, it is also possible to remove the Signavio logos:

      ../../_images/processdocumentation_configureexport_en.png

      An example configuration

    Hint

    The option “Remove Signavio logos” is deactivated for customized templates. Instead, the headers of customized templates can be configured when editing the template.

  • Click Generate documentation and the PDF or Word file will be generated. If you are exporting less than 20 diagrams, this should only take a few seconds. If you are exporting a larger group of diagrams, this might take more than a minute.

  • (For Microsoft Word documents only) A dialog window indicating that the table of contents will not be up-to-date when opening the generated document appears. Click OK and follow the steps described below after the export finished.

    ../../_images/processdocumentationwordinfo_en.png

    A dialog informs you that the table of contents must be updated in the Microsoft Word document

Updating the Table of Contents in Microsoft Word

The table of contents (page 2) in the generated report needs to be updated manually.

../../_images/configuretocword1_en.png

An example of a table of contents

Due to hidden action fields, the page numbers have to be updated by selecting the whole table of contents and pushing the F9 button.

../../_images/configuretocword2_en.png

Select the whole content table

Alternatively, the action fields can be updated one-by-one by right-clicking them and selecting Update Field.

../../_images/configuretocword3_en.png

Select ‘Update Field’ from the context menu