Build Diagram

Click Build Diagram to build your own diagram and then capture the required actions.

Choose this option in case:

• you know the high-level process overview
• you want to create the workflow diagram first and then fill it in with the captured actions
• the process is complex and includes branching scenarios

Building Your Workflow Diagram From Scratch

The Start action is added to the process map by default, but the element name can be changed by double-clicking it. Once you select the Build Diagram option, the first Sequence is added automatically. To continue building the process diagram, follow the below steps:

1. Hover over the Sequence to see the plus (+) sign that allows adding the new element to your diagram.
2. Hover over the plus (+) sign corresponding to the place where you want to add the next element.

3. Select the next diagram element type. The available options are:

   • Sequence - represents a group of actions related to a particular business step of your process
   • Decision - allows you to build different branching scenarios of the process flow

   • End - specifies the endpoint of the process

     Additionally, you have the option to:

   • Add an Arrow
   • Initiate the capture action

4. Double click the name of the element to change it.

   
   

   

   
   

Elements Properties

Working with elements can be done easier with the help of Elements Properties.

For Sequence, Decision, Events, and Swimlanes, you can set the following:

• Description - A description can be set to be available when exporting to a Word file.

• Styles - A Fill color, Outline color, and Font color can be added, to better differentiate between specific elements. You have the option to Apply to all sequences or/and Apply to all shapes the selected custom colors.

  
  

  

  
  

Capturing Actions for Each Diagram Sequence

After you're done creating the workflow diagram, follow one of the below options, and add the relevant actions to each Sequence:

• Use the option from the Sequence Editor. To do this, click the Start Capture button on the menu that appears when you click an empty Sequence.
• From each Sequence, regardless if actions are added to it or not, click Capture Action Now in order to initiate the capturing process.

The capturing widget is displayed.

The tool creates a screenshot for every mouse click and gets the smart metadata for each particular action. For details about the Sequence information access the Viewing and Editing a Sequence.

Swimlanes

Users can structure the process map by visually grouping the elements that belong to different parts of the process. The process map can be structured depending on the user roles, different process stages, departments, etc.

Swimlanes can be added to the process diagram from the Edit menu. They can be horizontal and vertical.

The swimlane connection with other elements is as follows:

• The element that is fully located in the area of the swimlane is automatically bounded with that swimlane. When you move (drag&drop) the swimlane, the elements inside moves as well.
• When one swimlane is overlapping another one, the element which is included in the area of both swimlanes is bounded with them both. When you move one of the swimlanes, the element is moved as well.

• When you resize the swimlane and the bounded elements appear to be outside the swimlane area, that means they will not be included in the swimlane.

  The minimum allowed size for the swimlane is:

• for horizontal swimlane:

  • height: fit to title
  • width: 100px

• for vertical swimlane:

  • height: 100px

  • width: fit to title

    
    

    

    
    

Swimlanes can be renamed by double-clicking the title of the swimlane.

When hovering over a swimlane, a + button is visible and lets you add a new swimlane directly after the one on which the button was pressed.

Combining Multiple Task Capture Projects

It's possible to copy and paste between two (or more) Task Capture instances opened at the same time. This helps you work with multiple projects at the same time and reuse already documented parts of the process (sequences, actions, etc.) instead of creating them from scratch.

File Recovery

Task Capture can recover files created by the user that were not saved properly. Opening Task Capture after it was closed unexpectedly, a pop-up appears showing a list of unsaved files and offers you to recover them.

Each file has a creation date, and from the 3 dotted menu, you can choose to:

• open - the file is opened
• open in new window - the file is opened in a new instance of Task Capture

• save as - a pop-up is displayed allowing you to save the file