How do I set up the process handbook?

This article explains how to set up the process handbook (also known as the Viewer) using the Publisher module. The goal is to manage published processes in a structured way and make it easy for users to find the process or group of processes they need.

Folder Structure

To organise processes in the Viewer, you create a folder structure in the Publisher:

• Open the Publication window.

• Right-click on the white background and select New folder.

• Alternatively, use the New folder button on the Start tab.

You can place a folder inside another folder in several ways:

• Create a folder at the same level and drag it into the target folder.

• Right-click the target folder and choose New folder.

• Select the target folder and then press New Folder on the Start tab.

Note:
To move a subfolder back to the top level, drag it onto the white background at the bottom of the Publication window.

Users will only see in the Viewer the parts of the structure that contain diagrams they have permission to view.

Tip:
If you want the folder structure in the Publisher to match your Modeler project structure, you can use Copy in the Project window in the Modeler to paste an entire folder (including subfolders) into the Publisher. Repeat this for each top-level folder.

Creating an Overview

Overviews help users navigate to a specific process, group of processes, or related content:

1. Press New overview on the Start tab, or right-click anywhere in the For review window and select New overview.

2. After naming the overview, a blank worksheet appears with a Diagram tab.

3. Select shapes from the Diagram tab to add them to the worksheet. You can reposition and resize figures as needed.

4. With a figure selected, use the Properties panel on the right to adjust font, text, and appearance options.

5. Use the Image button to upload and insert images, such as logos or background visuals, and configure their appearance via the Properties panel.

You can combine figures and images to craft a custom landing page or navigation view.

Tip:
Incorporate your organisation’s branding or look-and-feel so users recognise the structure and can navigate intuitively.

Linking to Diagrams, Folders, or Overviews

Figures and images in an overview can be made clickable to navigate to other content:

• Select a figure or image.

• In the Properties panel on the right, go to the Links section.

• Click the box next to Diagrams to link to processes, brainstorms, other overviews, or folders.

• To link documents, click next to Documents.

• Select what you want to link and press Add. Repeat if linking multiple items.

Clicking on a figure in the Viewer will then open the linked content.

Test Navigation

Before publishing your overviews:

1. Open the view to be tested by double-clicking its name.

2. Press Test navigation on the Start tab.

3. A preview window opens where you can click figures and images to verify that all links behave correctly.

Tip:
If you have a background image with areas that should be clickable, add a transparent figure from the Diagram tab over those areas. Remove fill and line colours so only the hotspots remain clickable.