Adding Documents to the Model

Support, reference and standards documents add much depth and richness to any work process model. TeamFlow allows you to attach any on-line document to any process element on the worksheet and then view the document simply by clicking on it.

Attaching support documentation such as an agenda and minutes to a meeting make it much more valuable a reference than just an icon on the TeamView worksheet. They make it possible for a team member to look back at a key event earlier in the process and review the steps that led up to an important decision.

Attaching phase exit criteria to a milestone constantly reminds team members of the standards by which their work will be judged and what goals they must meet in order to exit the phase. It removes ambiguity from their work and keeps the team focused on their real goals.

Early in their process, the IMF team has a meeting where they develop the work process model for their mission using TeamFlow. They also developed a schedule for their mission as a spreadsheet. They decide to attach the spreadsheet as support documentation for this important planning meeting.

If necessary, open either the model you just created or the IMF model that came in the distribution package. Using the vertical scroll bar, position the model in the worksheet window so the first phase of the program is visible as shown below.

Double-click on any segment of the "Review Mission and Decide on Operations Plan" meeting to bring up its popup menu.

Click the Show Document List menu item to open the Associated Documents window.

The list of documents associated with this process element is empty. To add a new entry to the now-empty documents list, click the New button. Then, to associate an on-line document with the new entry, click the Find File... button.

A standard Open File dialog will open. Use this dialog box to search through your hard disk, or through hard disks on your network to find the file you want to attach to this process element.

Find the document file, not the application which created it. For example, if you wish to attach a Microsoft Excel® spreadsheet, locate the spreadsheet, not the Excel application.

The TeamFlow Read Me First file is in the directory in which you installed TeamFlow. Navigate to that directory.

Click on the file to select it and then click the Open button. The file you selected will appear in the list of quality standards documents that apply to this process element.

The top half of the Associated Documents window is a list of the documents. At the moment, there is only the one we just added. If you wish, you may select other documents by repeating this process. There is no limit to the number of documents that can be attached to a process element.

Click on any document in the list to select it. The detailed information about the selected document appears in the fields in the bottom half of the window.

The Title field is the text that appears in the list of documents. It defaults to the file name, in this case "readme". That is not a very informative description of what this document contains. We want to change the title to something a bit more meaningful.

Point at the Title field and drag the mouse to select the existing text. Type in a better description of the file: "TeamFlow 'Read Me First' Document". Press the tab key to move out of the field. The title has been changed.

When you are finished, click the OK button to close the Associated Documents window and return to the TeamView worksheet.

The TeamView worksheet has been redrawn with a small icon in the Documents field in the same row as the meeting. This icon signifies that one or more documents have been attached to the process element in whose row it appears.

Besides providing a visual clue that a process element has documents associated with it, this icon offers a shortcut to viewing those documents. Click the icon in the Documents field.

This takes you directly to the Documents window and highlights the first document in the list. If you wish to view another document in the list, click on it to highlight it.

Click the View button. TeamFlow tells the system to launch the application that created the document and to open and display the document.

You need not close the document's application to return to TeamFlow, or even to open another document.

Continue with Lesson 2.

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Last Update: October 24, 2005