ZEBSOFT VIDEO TRAINING
Operational processes and illustrations
02:48 · English · Anonymised demonstration · Transcript below
What this training covers
Manage process ownership, image and PDF illustrations, supporting controls, review dates and retained logs.
Terminology, available options and workflows may differ with your configuration and permissions.
Video chapter guide
- 00:00 — Find the process you need
- 00:15 — Define ownership and structure
- 00:32 — Upload the process illustration
- 00:50 — Use PDF links between illustration pages
- 01:06 — Set applicability and review dates
- 01:22 — Connect assurance to the process
- 01:37 — Open supporting instructions
- 01:51 — Review the operational controls
- 02:05 — Connect responsibilities to the work
- 02:19 — Retain a process log
- 02:32 — Keep the process current
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Video transcript
Open Operational processes under Operations. Use the summary cards to find processes due for review or awaiting approval. Search the register, then check the business area, owner, review date and status before opening a process.
Use Record a process to add an entry, or Edit process to update one. Define its name, business area, owner and sensitivity level. A parent process connects it to the wider process structure. Set the status through your agreed approval arrangements.
The process illustration is added by the user as an image or PDF. Prepare a clear diagram showing the sequence, decisions and handovers. Upload the file in Details. The current limit is five megabytes, and uploading a replacement increments the version automatically.
For a multi-page illustration, create hyperlinks in the source PDF to open alternate pages in the illustration. Add clear navigation labels and return links where useful. Check the PDF links in the viewer before issuing the updated process.
In Links and dates, set the effective and review dates and allocate the applicable sites or departments. Link the risks and compliance requirements relevant to this process. Review these associations whenever the work, location or obligations change.
The same tab lets you associate checklists and ZAP workflows with the process. Choose checks that provide useful evidence that the defined work is being followed. Save the links after checking that the selected workflow matches the intended activity.
On the process page, use the linked registers to open supporting instructions and external documents. Check the status of the document you intend to use. Keep detailed instructions connected to the process they support.
Review the Risk tab and other linked registers for the controls and resources associated with the work. Open the relevant entry for its detail. A link provides context; the linked record still needs to be current and appropriate.
The Job roles tab shows the roles connected to the process, reporting relationships and assigned people where available. Use these links to check who needs to understand or carry out the work and whether the responsibilities remain accurate.
Add log entry provides a place to retain a manual note against the process. Record meaningful actions or review information, then save the log. Use the Logs tab to review the retained history.
Return to Due for review and Unapproved to prioritise follow-up. Approval and review currency are separate checks: this example is approved but overdue for review. Update the illustration and linked controls when the process changes, and retain the review evidence.