4.1.9 Create an Overview

 

Agility Overviews are graphical representations of business models which are used to ease navigate through the management system’s content. Overviews and created with the use of the Microsoft Visio and the Agility Plug-in. In order to create an Overview, Microsoft Visio must be installed on the PC as well as correct version of the Agility Overview Designer plug-in.


Before attempting to create an Overview, please ensure that the installed Overview Designer version (32bit or 64bit) complies with the Microsoft Visio version.


It should be noted the purpose of this article is not to provide a guide on the use of Microsoft Visio; rather this article is to help you develop Agility Overviews. Please refer to the help guide that is available from Microsoft for assistance on its functionality.



4.1.9.1 Microsoft Visio Version

 

For Microsoft Visio 2010:

  1. Open Microsoft Visio 2010
  2. Click on the File tab
  3. Click Help
  4. The Visio version will be similar to the highlighted screenshot below.


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Microsoft Visio 2010 - Version


For Microsoft Visio 2013:

  1. Open Microsoft Visio 2013
  2. Click on the File tab
  3. Click Account
  4. Click About Visio
  5. The Visio version will be similar to the highlighted screenshot below.


Microsoft Visio 2013 - Version



4.1.9.2 To Create an Overview

 

  1. Within the Agility Admin Suite, navigate to the Workspaces Tab
  2. Click on the Overview icon (Microsoft Visio is opened) YkaiWb-kMPAMBR6rlGk4gKL_7SvgL1sM4w.png

  1. Click Create (new drawing is opened)
  2. Connect to Agility Service


  • Click Agility tab
  • Click Connect to Agility (Configure Agility Service window appears) 



  • Replace the current Agility Services URL with your Agility Admin Suite Service Connection URL (please note that once the connection is established successfully it is not necessary to repeat this step)

Agility Plug-In Microsoft Visio Connection


Once the connection is established the above Agility functions will become available.


  1. Choose the required template from Visio
  2. Insert Shapes, Text, Images and any other components that will create the overview diagram
  3. Add Agility Link to overview components


  • Select Overview component/shape
  • Click Add Agility Link, alternatively right-click and select Agility – Add Agility Link (the manage Agility Links window appears)


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Manage Agility Links Window


  • Expand the Agility Link drop down menu
  • Select Link Type (overview components can be lined to Agility Items, URLs or Dynamic URL’s where Agility Link is set as default)
  • Click Browse (new query window is opened)
  • Click Search
  • Select any Agility Item (this can also include Groups to enable you to open a list of Items rather than single Item)
  • Click Select (Item destination is displayed)
  • Click OK (overview component/shape is now linked to Agility Item)
  • Hover over the linked component/shape to view linked item details


Overview Component Linked to Agility Item


  1. Click Save Overview (Agility window is opened) from the Agility Toolbar displayed in Visio (do not use the Visio Save option)



  1. Specify the general properties for the Overview


Save Overview Window


  1. Click Save and Check In (Agility admin suite does not allow to Check In and Check Out Overviews through the Admin suite, therefore it is IMPORTANT to select the Save and Check In instead of just Save, selecting Save will save the Overview and continue to enable work to be done on it within Visio).


Note the overview will be closed upon save/save and check in.



4.1.9.3 Further Management of Overviews


  1. You can add the Item to a Navigator - See Section 4.1.2 for details on how to achieve this
  2. You can add the Item to a Group - See Section 4.1.3 for details on how to achieve this
  3. You can define Periodic Review Settings of the Item - See Section 4.1.4 for details on how to achieve this
  4. You can define Subscription Settings of the Item - See Section 4.1.5 for details on how to achieve this


To further manage an Overview or initiating workflow then is carried out in Agility Admin Suite 


Click the Navigation Tab:


  1. On the Welcome Page select New Query
  2. Select Overview from the drop down list against Where Item Type is:


New Query > Overview Item


  1. Select Search which presents all the Overview Items in the system
  2. Select the require Overview
  3. The Overview is now ready for the Item Workflow to be initiated or for further functionality to be applied.



4.1.9.4 Action an Overview after Creation

 

  1. On the Welcome Page select New Query
  2. Enter the name or part of the name of the Overview in the All or part of the item: field
  3. In Where item type is select Overview
  4. On required Overview right click on the Overview and select Action Items


Query - Showing Right-Click Button Options


  1. In the Query, right-click the Overview and select Action Item


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Item Workflow Screen


  1. The Item Workflow screen is opened where the Overview (the default workflow for a Overview is Advanced) can have the following set:


  • Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
  • Set as Reviewed
  • Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
  • Set as Approved
  • Release.


4.1.9.5 Action an Overview at a Later Date

 

  1. On the Welcome page or Workspaces tab, select Item Query
  2. Enter the Number/Title or part of the Number/Title of the Overview in the All or part of the item: field
  3. In Where item type is: select Overview
  4. Click Search
  5. On the required Overview, right-click on the Overview and select Action Items


Query - Showing Right-Click Button Options


  1. The Item Workflow screen is opened where the Overview Item can enter into the Item Workflow, see previous section (4.1.9.4) for more information.