Document types

Procedure documents

A procedure document () provides instructions for how to complete a task. They are also known as the top tab document as the document has tabs at the top an displays in a 1/3 window size.

Standard structure

Templates are customizable and should be designed to meet the needs of you and your users. The standard procedure template includes the following tabs:

Tab 

Description 

Description 

Contains information such as:

  • A description of what the procedure is used for;

  • Who performs the procedure;

  • When to use the procedure; and

  • What to do before starting the procedure.

Rules 

The business or system rules that must be followed when completing the procedure. 

Guidelines 

Best practice advice, shortcuts and tips to be considered when completing the procedure. 

Taskflow 

A graphical, linear representation of the tasks to be completed in a procedure. 

Task 

Detailed step-by-step instructions that describe windows, fields, buttons and menu paths that must be used to complete the task.

Note: Procedures often contain multiple steps (tasks). Each task displays on a separate subsection of the Tasks tab.

Typical tab structures

The order in which tabs are structured can be customized depending upon business or department needs. Typical structures are:

Call center

In this example, the user is taken directly to the Tasks tab upon opening the procedure.

Back office operations

In this example, the user is taken directly to the Description tab upon opening the procedure.

Display format

By default, the procedure document is configured to display on a third of the screen making the tasks easy to reference at the same time as completing the steps in an application, particularly where Viewer Viewers are users with Read-only access to documents. They can access documents and submit feedback to editors has been set up to display "always on top".

Note: The standard procedure template can be customized. The procedure structure in your organization may differ from the description here.

Usage

Procedures are typically used in real time to complete a business process. A user may need to complete a number of procedures in sequence to complete the business process.

Policy or overview documents

A policy document () contains guidelines about required behaviors, along with supporting and reference-based information.It is also called a left tab document as the document has tabs along the left side and displays in a 2/3 size window.

Standard structure

A policy/overview document is divided into sections that display on the left side of the Viewer window.

The structure of a policy/overview document can differ depending on the type of information it contains, such as:

  • The company's position, intent or objective;

  • The rationale on any subject;

  • Any benefit statements and key concepts;

  • Which parts of the company it applies to;

  • A list of related policies;

  • Applicable legislation;

  • Relevant forms and their file location;

  • Authorized approvers;

  • Relevant contact numbers; or

  • Who is responsible for the policy.

Display format

By default, the policy document is configured to display on two-thirds of the screen.

Usage

Policy documents contain reference information. They do not contain work instructions. They are typically used to understand business processes so that correct action can be taken when performing a particular job role.

For steps to create a policy document, see create left-tab document.

Process flow/side window document

A process flow diagram or side window document (side window document) opens a window to the left of your main Viewer window.

It can display a visual representation of a business process or it can contain tables of information and more.

Standard structure

A process flow diagram typically includes:

  • A trigger point

  • Actions to complete the process

  • Decision points

  • A logical outcome

Other types of information can be:

  • Tables of information

  • Secondary windows containing information

Display format

A side window is configured to display to the left of the Viewer window. If the Viewer window displays a 1/3 document or a 2/3 document, the side window will adjust its width accordingly.

Usage

Process flow diagrams are used to direct users to the right content at the right time in a business process. When you click a link to a procedure in the diagram, the corresponding document displays in the main Viewer window, allowing the process and procedure to be displayed simultaneously.

Other types of information can be displayed in a side window as needed within a procedure or process.

Imported document

An imported document () is a file created in another application that has been imported into Panviva.

The user can view the file if the application is on their PC.

Example: To open a PDF file, PDF Reader must be installed on the PC.   

To open a MS Word document, Word must be installed on the PC.