Tutorial: Creating and sharing a process map for stakeholder review

Scenario: Jane is a senior business analyst who needs to create a process map for a digital transformation of logistics operations, and get approval from the VP of Logistics, Paul.

This tutorial walks you through the complete workflow: creating a process map with AI, refining it, sharing it for review, and publishing the approved version.

Step 1: Set up your organisation

1. In the sidebar, click the organisation selector at the top.
2. Name your organisation (e.g. “Martwall”) or rename the existing one via Settings > Organizations.

Step 2: Create a process map in your private space

1. In the sidebar, navigate to your private space (under Private spaces, e.g. “Personal”).

2. Click New Chat to start a new conversation.

3. Describe the process you want to map, providing context from your stakeholder meetings:

   “Map the digital transformation of logistics operations at Martwall. The process involves the warehouse team, logistics coordinators, and the IT department. Key steps include: receiving goods, scanning and digitising manifests, routing through the new WMS (Warehouse Management System), packaging with automated label generation, dispatch scheduling, and delivery tracking. Include decision points for quality checks, exception handling for damaged goods, and the data flow between the WMS and our ERP system.”

4. Press Send and wait for the AI to generate your process map.

5. Browse the three diagram options (Option 1, Option 2, Option 3) and select the one that best represents your process.

Step 3: Manually refine the process map

1. Click and drag elements in the diagram to adjust the layout.
2. Use the context pad to add any missing steps, gateways, or events.
3. Double-click elements to rename them.
4. Add swimlanes or rearrange roles as needed.

Step 4: Ask AI about compliance

1. In the chat, ask a question about your process map:

   “Is the packaging data handling in this process compliant with GDPR?”

2. The AI analyses your process map and provides recommendations.
3. If the AI suggests a change, you can tell it to apply the recommendation:

   “Apply the tweak you just recommended.”

4. A new version of the process map is generated with the compliance improvement.

Step 5: Create a team space for sharing

1. In the sidebar, under Team spaces, click the + button.
2. Name the space (e.g. “Logistics”).
3. Click Add.

Step 6: Copy the process map to the team space

1. Return to your private space where the process map was created.
2. Click the Copy to independent process map button on the diagram, or use the action menu on the chat row and select Copy to space.
3. Select the Logistics team space as the destination.

The process map is now in the team space. The chat history remains in your private space — Paul and other team members will only see the final process map, not your AI conversation.

Step 7: Invite Paul as a viewer

1. Click Invite in the sidebar, or go to Settings > Team.
2. Click Add members.
3. Enter Paul’s email address.
4. Select the Viewer role.
5. Grant access to the Logistics team space.
6. Send the invitation.

Paul receives an email invitation and can now view the process map in the Logistics team space.

Step 8: Handle feedback and iterate

When Paul requests changes (e.g. via email or Teams):

1. Go back to your private space where the original chat is.
2. Continue the conversation with the AI to make the requested updates.
3. Once satisfied, copy the updated process map to the Logistics team space again.

Tip: You can keep iterating in your private space as many times as needed. Paul only sees the versions you share in the team space.

Step 9: Publish the approved process map

Once Paul confirms approval:

1. Open the process map in the Logistics team space.
2. Navigate to the version you want to make official.
3. Click Publish.
4. The process map now has a Published badge and is the official version for the organisation.

Step 10: Paul views the published process map

Paul can view the published process map by:

1. Signing in to BA Copilot.
2. Navigating to the Logistics team space.
3. Clicking the Process Maps tab (if available) or using the status filter.
4. Selecting the Published filter to see only approved, official process maps.
5. Clicking the process map to view it.