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Step Details and Context

Each step in your workflow can contain rich contextual information beyond just a title. Understanding all available fields helps you create comprehensive documentation.

Basic Information​

Title​

The step's primary identifier.

  • Required: Yes
  • Best Practice: Use action verbs and be specific
  • Examples: "Verify patient insurance", "Send confirmation email", "Update database"

Description​

Detailed explanation of what happens in this step.

  • Use for: Comprehensive step documentation
  • Include: What happens, who does it, why it matters
  • Format: Free text, supports multiple paragraphs
  • Best Practice: Write complete sentences explaining the step's purpose and execution

Notes​

Additional context, reminders, or observations.

  • Use for: Side notes, caveats, open questions, reminders
  • Difference from Description: Less formal, more conversational
  • Format: Free text
  • Best Practice: Track things that don't fit in the main description

Process Context​

Actor​

The person, role, or position responsible for this step.

  • Examples: "Front Desk Staff", "Registered Nurse", "System Administrator"
  • Best Practice: Use role names rather than specific people
  • Use for: Defining responsibilities and handoffs

System Name​

The application, tool, or system used in this step.

  • Examples: "Epic EHR", "Salesforce", "Microsoft Excel", "Internal Portal"
  • Best Practice: Use official system names
  • Use for: Tracking system dependencies and integrations

Notification Method​

How information is communicated in this step.

  • Examples: "Email", "SMS", "Phone call", "Slack message", "In-person"
  • Best Practice: Be specific about the communication channel
  • Use for: Understanding communication flows

Interview Information​

Capture details from stakeholder discussions.

Interview Date​

When the interview or discussion took place.

  • Format: Date picker
  • Use for: Tracking when information was gathered
  • Best Practice: Record immediately after interviews

Interview Participants​

Who was involved in the discussion.

  • Include: Names, roles, departments
  • Format: Free text or comma-separated list
  • Use for: Knowing who to follow up with

Interview Notes​

What was discussed and decided.

  • Include: Key points, decisions, open questions
  • Format: Free text, use bullet points
  • Use for: Preserving discussion context
  • Best Practice: Record verbatim key quotes or decisions

Data Context​

Information about data used or created in this step.

Data Input​

What data or information is needed to execute this step.

  • Include: Required fields, data sources, prerequisites
  • Examples: "Patient demographics", "Order ID", "Account credentials"
  • Use for: Understanding data dependencies

Data Output​

What data or information is created or modified.

  • Include: New records, updated fields, generated documents
  • Examples: "Appointment confirmation number", "Updated patient record", "Invoice PDF"
  • Use for: Tracking data flow through the workflow

Data Sample​

Example or sample data for this step.

  • Include: Representative examples, test data
  • Format: Structured examples or descriptions
  • Use for: Development, testing, training

Data Validation​

How to verify the data is correct.

  • Include: Validation rules, check procedures, test cases
  • Examples: "Confirm appointment time matches request", "Verify insurance ID format"
  • Use for: Quality assurance and testing

Schema Information​

Technical details about data structure.

  • Include: Field names, data types, constraints
  • Use for: Technical implementation and development
  • Best Practice: Reference external schema documents

Formalization Fields​

Convert process knowledge into formal documentation.

Final Requirements​

Formal requirements statement for this step.

  • Use for: Creating requirements documentation
  • Format: Structured requirement language
  • Best Practice: Use "The system shall..." format

Final Acquisition​

Acquisition or procurement details.

  • Use for: Purchase requirements, RFP information
  • Include: Specifications, vendor requirements

Final Policy​

Policy statement or guideline related to this step.

  • Use for: Compliance documentation
  • Include: Regulatory requirements, company policies

Final Procedure​

Standard operating procedure text.

  • Use for: Creating formal SOP documentation
  • Format: Step-by-step procedure format

File Attachments​

Attach images to steps for visual context.

  • Supported formats: PNG, JPEG, GIF, SVG, WebP
  • Limit: 1 file per step, max 250KB
  • Use for: Screenshots, diagrams, photos
  • See: File Attachments

Link to external resources and documentation.

  • Limit: 10 links per step
  • Include: Title, URL, notes
  • Use for: External documentation, specifications, guidelines
  • See: Reference Links

Using Context Fields Effectively​

Start Simple​

Begin with just:

  1. Title
  2. Basic description
  3. Actor (if known)

Add more detail as you refine the workflow.

Layer Information​

Build up detail over time:

  • First pass: Titles and brief descriptions
  • Second pass: Add actors and systems
  • Third pass: Interview details and data context
  • Fourth pass: Formalization for documentation

Match Detail to Purpose​

For process capture: Focus on description, actor, system
For training: Emphasize description, notes, examples
For development: Prioritize data context and schema
For compliance: Complete formalization fields

Use Consistent Terminology​

Within a workflow:

  • Use same role names consistently
  • Standardize system names
  • Align terminology across steps

Viewing Context in Different Views​

Table View​

Limited context visible:

  • Title always shown
  • Quick preview of description
  • Flags and disposition indicators
  • Click step to see all context

Document View​

Full context display:

  • All fields shown (based on filters)
  • Formatted for readability
  • Grouped by section
  • Configure visibility with filters

Exports​

Word Export: All selected fields formatted as document
JSON Export: Complete data preservation

Best Practices​

Write for Your Audience​

  • Process documentation: Focus on what and why
  • Training materials: Add examples and context
  • Technical specs: Complete data and schema details
  • Compliance docs: Thorough formalization fields

Keep It Current​

  • Update notes when things change
  • Add interview details after discussions
  • Revise descriptions as understanding improves
  • Use flags to mark outdated information
  • Use reference links for external docs
  • Cross-reference related steps in notes
  • Attach relevant images
  • Connect to system documentation

Common Questions​

Q: Which fields are required?
A: Only the title is required. All context fields are optional.

Q: Can I customize or add fields?
A: Currently, fields are fixed, but you can use notes or custom reference links for additional information.

Q: Do empty fields appear in exports?
A: No, empty fields are automatically hidden in Word exports. In JSON, they may appear as empty strings or be omitted.

Q: Is there a character limit for text fields?
A: Text fields support large amounts of text, but very long content may affect performance.

Q: Can I copy context from one step to another?
A: You can duplicate a step to copy all its context, then modify as needed.