How to build a basic process

So from the homepage to start creating your very first process at a high level, you want to click the nine dots in the top left hand corner. Use these to navigate all the way to the Process Hub. Once here, to start creating your first process, simply click the blue plus button as shown. You'll now be ready to start building your process.

Let's click the start button to get going. Now, first of all, you'll be faced with your initial process step. Now, it can be a little bit confusing when you see this, but don't worry about everything that you see in front of you. We'll cover that in another video. For this video, what we're going to do is build the top level process flow and show you how that works.

So this process we're going to create four steps. The first one we're going to call Step One. Of course, your process steps may be titled anything that you wish, whether that's a statement or a question or something else. Feel free to type anything that you wish in the title that fits with your process. You'll notice that underneath this first step is already ticked and highlighted as the process start.

When we click save, you'll notice that the green step is there and ready to go. Now we can move these steps around the screen by simply finding the hand symbol, clicking onto it and holding, and then dragging the box to where we want the process to start. Once you're happy, simply let go of your mouse button.

So next we're going to add a follow-on step. Anytime you want to add a step, you use the buttons in the top right hand corner. So here we click Add Step and you'll see again we're faced with an identical box. This time we're going to call it Step Two. We can save. We can do the same by dragging it up to the location we want.

Now, to link the steps, we have two options. The first is that we can simply click on the dots shown and then link the next step to it. This means the steps are automatically linked. If we double-click into the step and scroll down slightly, you'll see that where it says Next Step, it's automatically linked to Step Two. This is the second option or way that you can set this up.

So if there were additional steps, you can see that we could click on it. If we wanted to remove the link, we would simply click Not Set, click Save, and you'll see that our link is removed. So two options to link any step in the process.

You won't be able to link to Step One because this is the start of the process, and likewise from an end process step you won't be able to link from it, as of course it's an end step. But we'll show you how to do that shortly.

So next we're going to show you what a decision step does. If you click Add Decision, you'll see straight away it puts the decision step into the process. Now these can be customized exactly the same like the other steps. So let's link it up firstly, and you can also add multiple decisions. For this one, we're just going to call it Decision Step. And as you can see, we can also change the step title by clicking where the text is and just simply adding or removing as shown.

And what we're going to do is add an additional decision step. So let's look at Decision Step. If we click into that, you'll see our two decisions. So on the left hand side it tells you pick a step, so which is your first decision step? And you'll see if we click on that, we can choose from all of our steps available. Obviously we've selected the yes, and on this one it's automatically selected the no.

What the process decision step does, first of all, is give you the option description, which matches the next step. When building a process, what you want to take note of is that the option description is the decision that you will be showing your users. So in effect, if we close this, when your user comes to the decision step, they will only see the two options: yes, no. Whenever they click one of those options, the next heading they will see is the title for the step.

So if we came to the decision step and it was yes, no, they would see yes, no, and click yes, and then they would have a yes step. So we need to bear in mind that this step needs to reflect the actual process step name. So for this one we're going to call it Step Four, and this one we're going to call it Step Four Dash 2 to give it some reference and to show you what that means.

And now we're going to add a finished step. So here we'll call it Final Step. And what we want to do, because it's the final step, we want to take the Final Step box and you'll see that automatically changes the step layout. Because obviously this middle section, which is the send on options or automations for sending on the next step to the right people or different teams, is no longer relevant. Because a final step cannot be sent on to anyone else.

We'll click Save and we'll see what that looks like. You can see we have a red step now as our final step. What we can do is then link our two steps into the final step, and that is the bones of a very basic process flow.

What we want to do, maybe just as part of this example, is show you how to add an additional option as a decision step. So of course we want to add a step because it's an additional step. So we'll call this Step 4.3. We save. You'll see that this moves it into the process step area. We want to drag this to a location that really fits.

Now, we can't automatically use this option in the same way that we would from Step Two because remember we need to define the decision. So although we can drag and click and highlight the right link, we need to go into the decision step and describe the option. We'll give it an option description, so maybe this time we'll call it maybe. You can see it's correctly labeled there: Step 4.3. Once you've done that we can click Save.

What we want to do is also link that up, and you'll also notice if we go back to the decision step that there are options to give colors. So let's set a color for yes being green, a color for no being red, and a color for orange being maybe. And let's save that so we're happy. Let's call this our test process and let's save that ready to go.

What you're faced with is a box to ask you: what number should the entry start from? Now in some cases you might be mirroring or creating a process that already exists in your business. You might already have a number of entries in a spreadsheet or in a folder somewhere with manual documents. You might be already at entry number 456. What this allows you to do is start 457 so as to keep your numbering that matches your system.

We can click Done and we're ready to go. So you'll see that it highlights the process settings, and we'll cover that in another video. But we'll just now click Got It.

So to get working with our process, you want to simply click Start Process and we'll straight away be taken into the process. Now, what you want to bear in mind is that we don't have any text or fields or requirements yet because all we've done is created the top level flow. But we can work through the steps still.

If we complete Step One, it's going to ask us who to send the next step to. We can click Done. Step Two will open up and now we'll have the decision step. You'll see at each step it tells you which the next step is. We can also get some info if we had put some information at the top of Decision Step. We'll show you how to do that in another video.

So now we're on the decision step and you'll see there are our three colors: green, red, and orange for yes, no, maybe. If we wanted to see what happens next depending on that decision, we can simply click the Process Flowchart button in the top right hand corner, and here we're shown exactly where we are in the process and what steps are to follow. We can drag this around and we can zoom in, but we can't move the steps like we could in the editing mode.

To get out of that, simply click Back. To show you the other three buttons here: you can see number 457, as remember we said we wanted to start from that entry number. We can also find out information from the process such as who started it, at what time, and who has access to this process. We can also download a copy of a PDF or download the data that we've entered at any time, simply by clicking one of those two buttons on the right hand side.

You'll see a Download button so we can export to PDF. And then we have three dots. So clicking the three dots allows us to watch this process. So maybe if we are following a process being completed, we can simply click the watch icon and that will be added to our watch list, which will be shown in the Work Hub. Or we've got other options.

We can cancel the process. We would only cancel the process if we want the record to remain but don't want to continue with the process. So this will still keep a record. Entry number 457 will still be live. However, that will stop the process at that point.

We can also select hold the process. So sometimes, as will be shown in a following video, we can add due dates for when each step will be completed, and we can select the hold process to stop those due dates going overdue. And in turn it will stop the timer.

If we weren't happy with the data we've entered, we could click Delete Process, confirm, and that would remove the entry that we've just started. And again, starting the process next, we still have entry number 457 as shown, because the previous one was deleted.

So we'll just run through very quickly completing each step. As we complete each step, we decide who wants to carry that out. You'll see if we do not click a decision, it says Decision Not Found. So we need to click a decision. Let's click Yes. Complete the step. If we were to send it to someone else, we wouldn't be able to continue the process as ourselves. But let's click through that and go all the way to the end, the final step, and complete.

And once that's done, it returns us to the process homepage where you'll see our process has been completed for the time. And when this goes to the next day you will then see a date, and again entry 457. If we started a new entry, you'll notice in the top right is now entry number 458.

So that is a basic overview of how to create your very first process. See our next video for how to add fields and information into each step so that you can really start automating your processes. Thanks for now.

Transcript generated from the video's captions.