Tutorial: Digitising existing processes for your organisation

Jane coordinates the effort with a team of five BAs, including Anita, who is responsible for converting existing process documentation.

Written By Jack Finnegan

Last updated 24 days ago

Scenario: Paul (VP of Logistics at Martwall) wants all existing operational processes updated and mapped in BA Copilot. His head office team will use the digital versions for operational improvements, and the warehouse team needs printed copies since they do not have PC access.

Jane coordinates the effort with a team of five BAs, including Anita, who is responsible for converting existing process documentation.

Step 1: Invite the team as collaborators

  1. Jane clicks Invite in the sidebar.

  2. She adds each BA’s email address, one at a time, and assigns the Collaborator role.

  3. Each collaborator receives an invitation email and gains full editing and AI access once they accept.

Step 2: Import existing processes in bulk

Anita has existing process documentation in messy spreadsheets, PDFs, and images that need to be converted to BPMN.

Using Bulk Import:

  1. Anita clicks Import in the sidebar to go to the Import page.

  2. She uploads her Excel file containing process descriptions, or pastes CSV data.

  3. On the Review step, she verifies the list of processes to be generated.

  4. On the Generate step, she watches as BA Copilot creates BPMN process maps for each item.

Choosing the right model for each batch:

  • For simpler, straightforward processes: select the Core model for faster generation.

  • For complex, multi-department processes: select the Plus model for higher quality output.

Step 3: Organise into team spaces and folders

Anita organises the generated process maps across multiple team spaces and folders for clear categorisation:

  1. Create team spaces for each operational area (e.g. “Warehouse Operations”, “Shipping & Dispatch”, “Quality Control”).

  2. Within each space, create folders for sub-categories (e.g. “Receiving”, “Storage”, “Picking & Packing”).

  3. Move or copy the generated process maps into the appropriate spaces and folders.

Tip: Organising process maps across multiple spaces and folders transforms BA Copilot into a comprehensive business process management platform for your organisation — a living library of all your operational processes.

Step 4: Select the best option for each process map

For each generated process map:

  1. Open the chat and review the three diagram options.

  2. Select the option that best represents the process.

  3. Make any manual adjustments as needed.

Step 5: Add operational metadata

Anita adds execution time and cycle time to each process map so Paul’s head office team can assess them for operational improvements:

  1. Open a process map.

  2. Click the Properties button in the top bar.

  3. Set the Cycle Time for the overall process (e.g. 120 minutes).

  4. Click on individual task elements and set Execution Time for each step.

  5. Repeat for all process maps.

Step 6: Publish all process maps

Once each process map is reviewed and finalised:

  1. Open the process map.

  2. Click Publish to mark it as the official version.

  3. Move or copy the published process map to the appropriate team space if it is not already there.

  4. Repeat for all process maps.

Tip: Use bulk actions to select multiple items and change their status to published efficiently.

Step 7: Export to branded PDF for printing

For the warehouse team who do not have PC access, Anita exports the process maps as printed documents:

  1. Click Export in the sidebar.

  2. Select the process maps to export from across the relevant spaces.

  3. Click Next.

  4. Configure branding:

    • Upload the Martwall company logo.

    • Set the header text (e.g. “Martwall Logistics — Standard Operating Procedures”).

    • Set the footer text (e.g. “Confidential — For internal use only”).

  5. Generate the branded PDF.

  6. Download the PDF file.

  7. Print the PDF and distribute to the warehouse teams.

Step 8: Head office team uses the digital process maps

Paul and his head office team can now:

  1. Sign in to BA Copilot.

  2. Navigate to the relevant team spaces (e.g. “Warehouse Operations”, “Quality Control”).

  3. Filter by Published to see only the approved process maps.

  4. Review execution times and cycle times in the Properties panel to identify bottlenecks and improvement opportunities.

  5. Use the process maps as a foundation for operational improvement initiatives.