Generate process documentation reports

The process documentation functionality allows creating comprehensive PDF documents containing all your diagrams and including all element descriptions and dictionary entries.

Generate a process document report PDF.

Generate a process document report PDF.

Generate a process document report Microsoft Word file.

Generate a process document report file for Microsoft Word.

  • Click Process Documentation (PDF) or Process Documentation (Word) in the Reporting menu of the Explorer’s top drop-down menu.

  • A configuration wizard appears, where you can select the diagrams that are to be included in the process documentation:

    Change the diagram selection.

    Change the diagram selection.

    • Select the diagrams that should be included in the process documentation:
    Select the diagrams you want to include in the process documentation.

    Select the diagrams you want to include in the process documentation.

    • It is also possible to use a filtering functionality to select diagrams. Click Add filter to open the corresponding dialog:
    Add a filter to find diagrams faster.

    Add a filter to find diagrams faster.

    The example below creates a filter for Business Process Diagrams that are stored in the folder Shared documents and have the word “supply” in their title.

    Choose the folder “Shared documents” from the upper drop down list. Tick Diagram type and select Business Process Diagram (BPMN 2.0) from the drop down list on the right (Diagram type equals Business Process Diagram (BPMN 2.0)). To filter for the word “supply” in the diagram title, tick Name and type in a search term, e.g. supply on the right:

    Adjust the filter.

    Adjust the filter.

  • Click OK. Diagrams that are found in the filter will be selected for the process documentation report.

  • Select whether diagrams that are linked in the chosen diagrams shall be included. Per default no additional diagrams will be included. If Linked subprocesses of the first level is chosen, only those diagrams connected directly to those selected in step 2a) will be included in the documentation, whereas Linked subprocesses of all levels includes all reachable diagrams.

    In this case, every linked subprocess is supposed to be exported.

    In this case, every linked subprocess is supposed to be exported.

  • Click Define Export options.

  • A second page appears where you can configure the documentation.

    • Choose a template

    If you already created process documentation templates, those can be used when generating a process documentation. Otherwise, the “Signavio Template” is selected by default.

    Select a template for the report.

    Select a template for the report.

    Hint: The Template Signavio matches the default process documentation template that was included in newly created workspace until version 5.1 of Signavio Process Manager.

    • Choose the template language (only if multiple languages are defined for your workspace)

    The chosen language will be applied to the process documentation template as well as the diagrams that are included in the export.

    Choose a template language.

    Choose a template language.

    • Configure the common settings

    You can now enter information about the diagram, e.g. the author or organization. In the professional edition it is also possible to remove the Signavio logos:

    This is how the configuration could look like.

    This is how the configuration could look like.

    Hint: The option “Remove Signavio logos” is deactivated for customized templates. Instead, the headers of customized templates can be configured when editing the template.

  • Click Generate documentation and the PDF or Word file will be generated. In case of exporting less than 20 diagrams this should only take a few seconds. In case of larger amounts of diagrams this might take more than a minute.

  • (Only required for generating a Microsoft Word ® document) A dialog window indicating that the table of contents will not be up-to-date when opening the generated document appears. Click OK and follow the steps described below after the export finished.

    A dialog informs you that the table of contents must be updated in the Microsoft Word ® document.

    A dialog informs you that the table of contents must be updated in the Microsoft Word ® document.

Updating the Table of Contents in Microsoft Word ®

After generating the process documentation the documents table of contents (page 2) is not updated automatically.

an example table of contents

An example of a table of contents

Due to hidden action fields, the page numbers have to be updated by selecting the whole table of contents and pushing the F9 button.

Select the whole table.

Select the whole content table.

Alternatively the action fields can be updated one-by-one by right-clicking them and selecting Update Field.

Select 'Update Field' from the context menu.

Select ‘Update Field’ from the context menu.