If your work instructions are easy to follow and make tasks easier to complete, then they are more likely to be followed. It’s as simple as that. Below you can see how creating visual work instructions using Gluu can make it simpler to work.
There are two ways how you can add work instructions to your activities - or edit existing ones:
Directly from our process editor
On an activity (work instruction) page
Adding work instructions from process editor
Once your process map is finished and you save it, all activities will be created by Gluu. You can then either open up each of the activity pages and add work instructions (as explained below), or you can open up the process editor again by turning on 'the edit mode'.
Click on the activity box you wish to add work instructions to and select the 'i' icon in the lower right corner. A work instruction drawer will open up from the side and you can add your work instructions.
Adding work instructions on an activity page
Work instructions need to be added to an activity in a process. Essentially, your work instruction provides information on how to do an activity. Your work instruction is hereby always presented in the context of the process and the activity. This reduces the need for text. At the same time, it combines the “what to do” (the process and the activity) with the “how to do it” (the work instruction).
Go to the process where you want to add work instructions
Click the activity and select 'Go to page' to go to the activity page
Click 'edit' to start adding a work instruction using the work instruction toolbar:
Writing the work instruction
Once on the page, you can start writing your work instruction much like if you were in Word (you can also copy/paste from Word). The toolbar gives you to following tools beyond standard editing and styling options:
1. Format
Click the Formatting option to show a list of styles. You apply a style by highlighting the text and then selecting the style.
– Use 'Risk' to highlight a special risk in the work – it may be something that often goes wrong or where the user must be alert.
– Use 'Tip' to refer to tricks and advice that may help the reader.
- Use 'Reference' to show links to other sources.
2. Shared components
Click the Gluu icon to search for shared components. This lets you search for a Process, Activity, User, Role, Form, Task, Case Template, Label or File and add a dynamic link to this inside your work instruction.
You can also preview and create new components.
Learn more about how to work with components.
3. Images, videos and files
Click the Image icon to add an image where your cursor is placed in the text. Images can be uploaded from any source. You can edit the size, alignment and choose to open in new tabs.
TIP! Use a screen dump tool (e.g. Snipping tool) to select an area to copy, copy it and then add it to your work instruction simply by typing CRTL+V.
Click the Video icon to embed a video where your cursor is placed in the text. You get an “embed code” from any source e.g. your intranet or YouTube. The video will then show right in your work instruction. See the video instruction below!
Files
Click the File icon to upload a file to Gluu. It will show as a stable link inside the work instruction. Users can then download the file. This is useful if you want to add templates or reference documents, for instance.
4. Links
Insert links to other sources on your network or the internet. You can also link directly to files on Microsoft Onedrive.
5. Gluu AI Assistent
The Gluu AI Assistant can significantly reduce the time you spend writing work instructions and ensure consistency. When launching Gluu AI from a work instruction page, it will ask whether to suggest new instructions, rewrite the existing ones or add tasks based on the instructions. Selecting either of the first two options will make the AI create work instructions. As always when using AI, read the suggestion carefully and edit manually where needed.
The suggested instructions are based on a template for how to write good work instructions. This template can be customized in the AI administration section to align with your specific requirements and preferences. You will find more details here: The Gluu Assistant
Additional information about adding tasks using AI can be found here: Adding tasks to activities.
Finally, remember that we have a full change history and roll-back options
Gluu saves your work in the browser, so you can get a 'local backup' if you lose your internet connection. Each version is saved automatically and you can always choose to 'roll back' to an earlier version from the change log.
Tags: Visual work instructions, in-page editing, screen tours, video.