Best practices

Task Capture is a versatile yet simple to use tool that provides the best methods to capture and export process map diagrams. To fully benefit from using this tool you can rely on the below best practices recommendations.

To start capturing the process's actions first choose the suitable way you want to create the process map. The below options are available:

• Create the process manually using the Create Diagram option and then capture the relevant actions.
• Automatically capture the process while you perform the tasks and let Task Capture create the map automatically by choosing the Capture Process option.

Choose the suitable process creation method

Create Diagram

The Create Diagram option is suitable in case you are familiar with the high-level process and you are comfortable creating the workflow diagram first and then fill it in with the captured actions.

Start with Create Diagram approach in case:

• The process you want to document can be described as complex.
• You are familiar with the business level steps of the process and can translate it in the diagram plan.
• You first want to develop the process and its variations and then capture the needed actions for each of the sequences.
• Your aim is to create a comprehensible and ready to use process map diagram (PDD).

Advantages:

• Fast and easy to use method that allows you to control the outcome right from the beginning.
• Spend less time refactoring the process map after it's been recorded.
• By observing the process throughout the recording you can discover other automation opportunities that you might have overlooked.

Capture Process

By accessing the Capture Process the recorder is immediately launched. This enables you to go through the process, while the tool captures screenshots of your every click, hotkey, and keyboard input. Once you completed the process, based on the type of actions you captured and the environment, the tool automatically creates the workflow diagram.

Start with the Capture Process approach in case:

• The process you want to document can be described as linear.
• Your aim is to capture an focus on the process actions that can later be used for documentation purposes rather than automation initiatives.

Advantages:

• Retrieve in an easy and fast way the actions need for completing your process.
• Allows you to get the process quickly documented.

Recording the actions and documenting the sequences

As the option to record actions is used for both Create Diagram and Capture Process methods, the below recommendations are applicable regardless of the chosen method.

• Always rely on the Pause button to omit actions that are not relevant for your process and capture only the ones that are important. This way you can create a clean and easy to follow process diagram.

  The button is always available when the capturing widget is active.

• To generate informative and easy to use process maps we recommended to capture less than 50 actions per sequence.
• The number of actions that can be captured is set up to 500. Please note that this limitation does not prevent you from creating processes with more than 500 actions, it's purpose is to provide best practices guidance in order to have the best experience while using Task Capture.

Efficiently manage the recorded actions

The actions you recorded in order to document your process are the key ingredient of your workflow and it's very important to follow some simple rules to efficiently work with them. Depending on the method you choose to create the process map, different rules apply:

Create Diagram Method

• For each step add a clear Title and Description. Include as many details as possible while keeping them short.
• If needed, additional info can be added to each screenshot by using the Text option.

Capture Process Method

• Check the title and description recorded for your actions and sequences. Update it if needed. The goal is to have this info as clear as possible.
• If you have recorded several continuous sequences that represent the same business action, merge them using the Merge Sequences option. This helps you keep the diagram short and comprehensive.

Handling sensitive data

If you think that sensitive data might be captured during the process we recommend you try recording the needed information using dummy data.

If this is not possible, you can Pause the recorder while you handle sensitive data still, keep in mind that the steps you make will not be available in the diagram.

You can also select the proper capture mode in order to avoid capturing sensitive data.