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Work instructions and SOPs
Create and add work instructions to activities in processes
Create and add work instructions to activities in processes
Each activity in each process can have its own work instructions. This is how you create them with text, video and files.
Peter Olsen avatar
Written by Peter Olsen
Updated over a week ago

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:

  1. Directly from our process editor

  2. 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. Don't forget to save changes once you are done.

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).

  1. Go to the process where you want to add work instructions

  2. Click the activity and select 'Go to page' to go to the activity page

  3. 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:

1. Undo / Redo action

Undo / redo if you make any errors.

2. 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.

3. 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.

4. Images

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.

Protip! 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.

5. Video

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!

6. 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.

7. Links
Insert links to other sources on your network or the internet.

8. Text size and color

Adjust text color and size

And remember! We have a full change history and roll-back

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 select to 'roll back' to an earlier version. This means that the old version will replace the new.

Video instruction on how to create work instructions with Gluu:

Here you see this instruction in a video tour:

Tags: Visual work instructions, in-page editing, screen tours, video.

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