BusinessPort Service Desk

4.2.3 Manage a Process Map

Once a Process Map is created, it is possible to edit and send the Process Map through its Workflow Cycle with the use of the Item Query results panel.

4.2.3.1 Locate a Process Map

1. Navigate to the Workspaces Tab
2. Click on the Item Query icon (Item Query windows appears)

• Alternatively Click on the Item Query icon on the left hand side

3. Expand the Where Item Type Is menu

Item Query - Where Item Type Is Search Criteria

4. Select Process Map
5. Specify other relevant Search Criteria
6. Click Search
7. Select required Process Map.

Item Query – Process Map Search Results

4.2.3.2 Revising a Process Map

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

Item Query > Process Map > Showing Right Mouse Button Options

5. The Item Workflow screen is displayed

Item Workflow Screen

6. Select the Revise checkbox
7. Add in a Revision statement in the Action Comment field (if required)
8. Click Action
9. Click Ok
10. Click Close
11. On the Item Query Screen click Search to refresh the results, the Process Map to revised is now shown as Draft Status
12. Select Process Map
13. Check Out the Process Map
14. Once the Item is Checked Out it is possible to Edit the:

• General Item Information 
• Detail Item Information
• Navigation - Refer to Section 4.1.2
• Groups - Refer to Section 4.1.3
• Periodic Review - Refer to Section 4.1.4
• Subscriptions - Refer to Section 4.1.5
• View Item History

Note that editing a Process Map follows the same steps as creating a Process Map, for more information refer to Section 4.1.8

4.2.3.3 Editing a Process Map Using Override

1. Click the Check Out icon

• If the Item is already Checked Out to you please skip this step
• If the Item is Checked Out to other User and you have Control Override you will be able to Override their Check Out and Check the Item out to yourself
• If you do not have Control Override you cannot Check Out the item to yourself

2. Once the Item is Checked Out it is possible to Edit the:

• General Item Information 
• Detail Item Information
• Navigation - Refer to Section 4.1.2
• Groups - Refer to Section 4.1.3
• Periodic Review - Refer to Section 4.1.4
• Subscriptions - Refer to Section 4.1.5
• View Item History

Note that editing a Process Map follows the same steps as creating a Process Map, for more information refer to Section 4.1.8

4.2.3.4 Cloning a Process Map

There may be occasions when you require the creation of a new Process Map based on content of an existing Process Map.  The Clone function enables a new Process Map to be created based on the entire content, actions, activities and links of an existing Process Map within the system.

1. After selecting a Process Map, select the Clone button

Item Query > Process Map > Showing Clone Button

2. The Set Process Map Properties window is opened

Set Process Map Properties Window

3. Enter a new Number for the Process Map
4. The remaining Process Map Properties can also be defined or left as they are
5. Once complete click OK
6. The Process Map designer screen is opened where the Process Map can be edited to meet your requirements.

Note that editing a Process Map follows the same steps as creating a Process Map, for more information refer to Section 4.1.8

4.2.3.5 Process Map Item History

1. Click the History tab
2. Expand Revision Item History

Item History

4.2.3.6 Preview and Printing Process Map

1. Click the Preview button located in the Item Query results list (Process Map View Item window is opened)

2. Print the Process Map by clicking the PDF Print button

4.2.3.7 View Process Map Relationship

1. Click the View Relationship button under the Item Query results list (Item Relationship Viewer window is opened)

Note that the top represents Links from the Item and the bottom represents Links to the Item.

2. Click the Top or Bottom buttons (depending on what is available) to view individual links to or from Items

3. Hover over the linked to or from Item
4. Click the Designer icon (Item is opened in new window)

4.2.3.8 Action a Process Map

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

Item Query - Showing Right-Click Button Options

6. The Item Workflow screen is opened where the Process Map (the default workflow for a Process Map 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.