Folder structure, overviews and testing the navigation.
In this article we look at setting up the process handbook, also known as the Viewer. In order to manage published processes in the most structured way possible and to make finding a process or group of processes an easy task, a folder structure can be created in the Publisher that is visible in the Viewer.
In addition to the folder structure, overviews can also be created, which make navigating to a process or group of processes even easier.
Folder structure
Creating a folder structure is done in the ‘Publication’ window. Right-click on the white background and choose the option ‘New folder’. You can also find the ‘New folder’ button on the ‘Start’ tab.
If you want to place a folder within another folder, you can do so in several ways:
- You first create the folder at the same level and you move this new folder by holding down your left mouse button to the folder you want it to be in and then release your mouse button.
- You right-click on the folder you want the new folder in and select the option ‘New folder’.
- Select the folder you want the new folder in and press the ‘New Folder’ button on the ‘Start’ tab.
Note!
- If you want to put an underlying folder back at the very top level, pick up the folder and then release it on the white background at the very bottom of the ‘Publish’ window.
- Users only see in the Viewer that part of the folder structure which contains diagrams they have permissions to view.
Tip!
If you would like to have the same folder structure as the folder structure within a project in the Modeler, you can use ‘copy’ in the ‘Project’ window in the Modeler to paste this folder and all subfolders within this folder into the ‘Publication’ window in the Publisher. Repeat this for the remaining folders on the main level.
How do I create an overview?
Creating an overview can be done several ways. You can press the ‘New overview’ button on the ‘Start’ tab, or right-click anywhere in the ‘For review’ window and then select the ‘New overview’ option.
Once you have named the overview, a worksheet will appear on the screen and a ‘Diagram’ tab will appear at the top. On this tab you will find everything you need to build an overview. Press a figure on the ‘Diagram’ tab and it appears on the worksheet. You can move the figure and make it bigger or smaller.
As soon as you add or select a figure, in the ‘Properties’ window on the right-hand side of the application you will find various elements that you can use to customise the figure's appearance. You'll find these in the categories: Font, Text and Figure.
The ‘Image’ button allows you to upload images into Engage Process and then add them to an overview. For example, this could be your organisation's logo or a nice picture to serve as background.
As soon as you add or select an image, in the ‘Properties’ window on the right-hand side of the application you will find various things you can use to (partially) customise the appearance of the image. You will find this in the categories: Image and Figure.
With a combination of figures and images, you can build any view you want.
Tip!
Incorporate the branding / look-and-feel of the organisation's website or intranet, so that the employee can easily recognise it and quickly find their way around the structure.
How do I link a diagram, folder and/or overview to a figure?
Overviews are used for easy navigation to one, some, or a group of processes. Figures and images you have placed in an overview can be made clickable, so that after clicking on the figure, something else is displayed. This could be:
- a single process or brainstorm diagrams;
- one or a few other overviews;
- one or a few documents;
- the complete contents of one or a few folders;
- a combination of all of the above.
Linking is done as follows:
- Select the figure or image by clicking on it and in the ‘Properties’ window on the right in the ‘Links’ category, click on the square behind ‘Documents’ for linking a document and on ‘Diagrams’ for processes, brainstorms, overviews and/or folders.
- In the window that appears, select what you want to link and press <Add>.
- If necessary, click ‘Add’ again if you want to link something else.
Test navigation
Before you publish overviews and make them available in the Viewer, you may want to check whether everything works properly. The Publisher allows you to test the navigation. This is done as follows:
- Open the view from which you want to test the navigation by double-clicking on the name of the view.
- Now press the ‘Test navigation’ button on the ‘Start’ tab.
- A window appears on the screen containing the overview where you can click on the figures and/or images to test whether the correct content is displayed after clicking.
Tip!
What we regularly encounter is that the ‘Communication’ department within the organisation has already created a very nice image that could serve as a home page. They then import these images and place it on an overview. To make the different areas/figures/icons on that image clickable, add one of the standard figures on the ‘Diagram’ tab. Place this figure above the part of the image you want to make clickable and then make sure in the ‘Properties’ window that the figure has no fill colour and no line colour.
So you are, effectively, placing an ‘invisible’ figure over the image so that it is still clickable and something else can be opened.