ProcessVault User Guide

Overview

This guide covers all the features available to ProcessVault users, from creating your first procedure to taking training courses and collaborating with your team.

Dashboard

Your dashboard is the home screen you see when you log in. It provides a quick overview of your activity and easy access to your most-used features.

Dashboard Widgets

• Quick Stats: See your total procedures, published count, drafts, and archived items at a glance
• Recent Activity: View your 10 most recent actions including creates, edits, and views
• Recently Viewed: Quick access to procedures you've recently accessed
• Trending Procedures: See what's popular across your organization
• Training Status: Track your assigned courses and completion progress

Procedures

Procedures are the core building blocks of ProcessVault. Each procedure documents a specific process with step-by-step instructions.

Creating a Procedure

1. Click the New Procedure button
2. Enter a clear, descriptive title
3. Add an optional description
4. Select a category and department
5. Click Create to save your procedure as a draft

Procedure Properties

Procedure Status

• Draft: Work in progress, only visible to the author
• Published: Visible to all users with appropriate permissions
• Archived: Hidden from general view but preserved for reference

Publishing a Procedure

When you're ready to share your procedure with the team:

1. Review all steps for accuracy and completeness
2. Click the Publish button in the toolbar
3. Confirm your action in the dialog

Published procedures appear in search results and can be assigned to training courses.

Steps & Content

Each procedure contains one or more steps that guide users through the process.

Adding Steps

1. Open your procedure in edit mode
2. Click Add Step at the bottom of the steps list
3. Enter the step title and instructions
4. Add images, videos, or annotations as needed

Step Types

Step Properties

• Title: Brief name for the step (e.g., "Check safety equipment")
• Description: Detailed instructions for completing the step
• Duration: Estimated time to complete (optional)
• Images: Screenshots or photos with optional annotations

Reordering Steps

Drag and drop steps to reorder them, or use the up/down arrows in the step toolbar. Step numbers update automatically.

Images & Annotations

Visual documentation is key to effective SOPs. ProcessVault supports rich image features including annotations.

Uploading Images

1. In the step editor, click the Add Image button
2. Select an image from your computer (JPEG, PNG, GIF, or WebP)
3. The image uploads and appears in the step

Maximum file size: 10MB per image

Image Annotations

Click on an uploaded image to open the annotation editor. Available tools:

• Arrow: Point to specific areas of interest
• Highlight: Draw rectangular regions to highlight areas
• Text: Add text labels and callouts

Use the Select tool to click on existing annotations to select them, then use Delete to remove them or Undo to revert your last change.

Annotations are preserved and rendered in PDF and Word exports.

AI Features

ProcessVault integrates with AI to help you create documentation faster and more effectively.

AI-Generated Descriptions

Upload an image and let AI analyze it to generate step descriptions automatically:

1. Add an image to your step
2. Click the Generate Description button (magic wand icon)
3. Review and edit the generated text

AI-Assisted Procedure Creation

Start a conversation with AI to create procedures interactively:

1. Click Create with AI from the procedures page
2. Describe the process you want to document
3. AI will suggest steps and content
4. Review, edit, and approve each suggestion

SOP Document Generation

Generate professional SOP documents in Word or PDF format with AI-enhanced formatting:

• Automatic table of contents
• Professional formatting and styling
• Image placement optimization
• Annotation rendering

Screen Recording

Create procedures by recording your screen as you perform a process. This feature captures video and allows you to take screenshots during recording that become step images.

Starting a Screen Recording

To create a procedure using screen recording:

1. Click New Procedure from the procedures page
2. Select Record Screen from the creation options
3. Configure your recording options:
   • Microphone: Enable to record voice narration
   • Webcam: Enable to show a picture-in-picture video of yourself
4. Click Start Recording
5. Select which screen, window, or browser tab you want to record

Recording Controls

While recording, a floating control bar appears at the bottom of your screen with the following options:

• Stop: End the recording session
• Pause/Resume: Temporarily pause recording
• Capture Screenshot: Take a snapshot to use as a step image
• Timer: Shows the current recording duration

Webcam Overlay

When webcam is enabled, a small picture-in-picture window shows your camera feed. You can:

• Move: Click the move button to cycle the overlay between screen corners
• Hide: Click the X button to hide the webcam overlay during recording

Recording Any Application

Screen recording works with any application on your computer, not just your browser. When you start recording, you can choose to capture:

• Entire Screen: Record everything visible on your display
• Application Window: Record a specific application (e.g., Excel, Photoshop, etc.)
• Browser Tab: Record only a specific browser tab

Reviewing Your Recording

After stopping the recording, you'll see a preview screen where you can:

• Play back the recorded video
• View captured screenshots
• Remove unwanted screenshots
• Record again if needed
• Use the recording to create your procedure

Adding Screenshots to Steps

You can also record screenshots for individual steps when editing an existing procedure:

1. Open a procedure in edit mode
2. Click on a step to edit it
3. Click the Record button in the image section
4. Record your screen and capture screenshots
5. The captured screenshots will be added to the step

Supported Browsers

Training Courses

Training courses bundle procedures with assessments to verify understanding and track completion.

Viewing Assigned Courses

Your assigned training courses appear on your dashboard and in the Training section. Each course shows:

• Course title and description
• Number of modules (procedures)
• Estimated duration
• Due date (if set)
• Your completion status

Taking a Course

1. Click on a course to open it
2. Work through each module (procedure) in order
3. Mark each module as complete when finished
4. Complete the assessment quiz if required

Assessments

Courses may include assessments to test your knowledge. Question types include:

• Single Choice: Select one correct answer
• Multiple Choice: Select all correct answers
• Acknowledgment: Confirm you understand important information

Certifications

When you pass a course assessment, you receive a certificate of completion. Certificates can be:

• Downloaded as PDF
• Viewed in your profile
• Set to expire after a defined period (requiring recertification)

Sharing & Export

Share procedures with external users or export them for offline use.

Creating Share Links

1. Open the procedure you want to share
2. Click the Share button in the toolbar
3. Configure sharing options:
   • Password Protection: Require a password to view
   • Expiration: Set when the link stops working
   • Sub-procedure Expansion: Include linked procedures
4. Click Generate Link
5. Copy the link and share it with recipients

Managing Shares

View and manage all your shared links from the procedure's share panel. You can:

• See view counts for each link
• Revoke access by deactivating links
• Create multiple links with different settings

Exporting Procedures

Export procedures for offline use or printing:

• PDF Export: Professional document with all content, images, and annotations
• Word Export: Editable .docx file for further customization

Collaboration

Work together with your team to improve and maintain procedures.

Comments

Add comments to procedures for feedback and discussion:

1. Open a procedure
2. Click the Comments tab in the sidebar
3. Type your comment and click Post

Comment Features

• Replies: Respond to specific comments in threads
• Resolve: Mark comments as addressed
• Edit: Modify your own comments
• Delete: Remove comments you've created

Favorites

Star procedures you access frequently for quick access. Favorites appear in your sidebar for one-click navigation.

Change History

View the complete history of changes to any procedure:

• Who made each change
• When the change was made
• What fields were modified
• Ability to restore previous versions

Search & Discovery

Find procedures quickly with powerful search and filtering.

Quick Search

Use the search bar at the top of the Procedures page to search across:

• Procedure titles
• Descriptions
• Step content

As you type, search suggestions will appear to help you find what you're looking for quickly.

Filters

Narrow results using the filter dropdowns:

• Status: Published, Draft, or Archived
• Category: Filter by category
• Department: Filter by department
• Difficulty: Beginner, Intermediate, or Advanced

You can combine multiple filters to narrow down your results. Use the Clear Filters button to reset all filters.

Profile Settings

Manage your personal account settings and preferences.

Updating Your Profile

1. Click your avatar in the top right corner
2. Select Profile Settings
3. Update your name, email, or avatar
4. Click Save Changes

Profile Avatar

You can personalize your profile by uploading a custom avatar image:

1. Click on your current avatar image in Profile Settings
2. Select an image file from your computer (JPEG, PNG, or GIF)
3. The image will be cropped to a square and resized automatically

Your avatar appears throughout ProcessVault, including comments, activity logs, and the navigation bar.

Linking SSO Account

If your company has SSO enabled and you originally signed up with email/password, you can link your account to SSO:

1. Go to Profile Settings
2. Look for the Single Sign-On section
3. Click Link SSO Account
4. Complete the authentication with your identity provider

Once linked, you'll sign in using SSO and your ProcessVault password will be disabled.

Changing Your Password

To change your ProcessVault password:

1. Click your avatar in the top right corner
2. Select Profile Settings
3. Locate the Change Password section
4. Enter your current password for verification
5. Enter your new password
6. Confirm your new password by entering it again
7. Click Update Password

Password Requirements

• Minimum 8 characters
• Should include a mix of letters and numbers for security
• New password must be different from your current password

Quality Management

ProcessVault includes comprehensive quality management features to help organizations meet ISO 9001 requirements. These modules help you track and resolve non-conformances, manage corrective actions, assess risks, and control document changes.

Non-Conformances

Track and manage deviations from standards, specifications, or requirements.

Creating a Non-Conformance

1. Navigate to Quality > Non-Conformances
2. Click New Non-Conformance
3. Enter a descriptive title
4. Select the NC type (Internal, Supplier, Customer, Audit, Process, Product, or Service)
5. Set the severity level (Minor, Major, or Critical)
6. Choose how it was detected (Inspection, Audit, Customer Complaint, etc.)
7. Describe the non-conformance in detail
8. Click Create

Non-Conformance Workflow

Non-conformances follow a structured workflow:

• Detected: Initial state when the NC is reported
• Contained: Immediate containment actions taken
• Investigating: Root cause analysis in progress
• Disposition: Deciding how to handle affected items
• Verification: Confirming corrective actions are effective
• Closed: NC resolved and documented

CAPA (Corrective and Preventive Actions)

Manage corrective actions to fix problems and preventive actions to avoid future issues.

Creating a CAPA

1. Navigate to Quality > CAPA
2. Click New CAPA
3. Select the type (Corrective or Preventive)
4. Choose the source (NC, Audit, Customer Complaint, etc.)
5. Set the severity level
6. Describe the problem and assign an owner
7. Set a target close date
8. Click Create

CAPA Workflow

• Open: New CAPA created
• Investigation: Analyzing root cause
• Action Planning: Defining corrective/preventive actions
• Implementation: Actions being executed
• Verification: Confirming effectiveness
• Closed: CAPA completed successfully

Change Requests

Manage proposed changes to procedures through a formal review and approval process.

Submitting a Change Request

1. Open the procedure you want to change
2. Click Request Change
3. Enter a title describing the change
4. Select the change type (Content Update, Correction, Safety Update, or Process Change)
5. Set the priority (Low, Medium, High, or Critical)
6. Describe the proposed changes and justification
7. Click Submit Request

Change Request Status

• Pending: Awaiting review
• Approved: Change approved for implementation
• Rejected: Change declined
• Superseded: Replaced by another request

Risk Assessments

Identify, assess, and manage risks and opportunities that may affect your quality management system (ISO 9001 §6.1).

Adding a Risk

1. Navigate to Quality > Risk Assessment
2. Click Add Risk
3. Enter a title and description
4. Select the risk type (Risk or Opportunity)
5. Rate the likelihood and impact
6. Define mitigation or exploitation actions
7. Assign an owner and review date
8. Click Save

Risk Matrix

ProcessVault uses a configurable risk matrix (3x3, 4x4, or 5x5) to calculate risk scores. The score is calculated as Likelihood × Impact. Higher scores indicate greater risk requiring more attention.

Environmental Management (EMS)

ProcessVault supports ISO 14001 Environmental Management System requirements, helping organizations identify environmental aspects, set objectives, and maintain compliance.

Environmental Aspects

Identify and assess activities, products, or services that interact with the environment.

Creating an Environmental Aspect

1. Navigate to EMS > Environmental Aspects
2. Click New Aspect
3. Enter the aspect name and activity/process it relates to
4. Describe the environmental impact
5. Select the impact type (Air Emissions, Water Discharge, Waste Generation, etc.)
6. Assess significance using the scoring criteria
7. Define operational controls
8. Click Create

Significance Assessment

Each aspect is assessed based on factors such as:

• Scale/magnitude of impact
• Frequency of occurrence
• Regulatory requirements
• Stakeholder concerns
• Potential for improvement

Environmental Objectives

Set measurable environmental objectives and track progress toward targets.

Creating an Objective

1. Navigate to EMS > Objectives
2. Click New Objective
3. Enter the objective title
4. Link to related environmental aspects
5. Set measurable targets and KPIs
6. Define the action plan
7. Set milestones and due dates
8. Assign responsible persons
9. Click Create

Compliance Obligations

Track legal and other requirements applicable to your environmental aspects.

• Link compliance obligations to specific aspects
• Schedule evaluation reviews
• Document compliance status
• Track corrective actions for non-compliance

Emergency Preparedness

Document emergency procedures for potential environmental incidents.

• Define emergency scenarios (spills, releases, fires)
• Document response procedures
• Assign emergency response teams
• Schedule drills and exercises
• Record drill results and lessons learned

Occupational Health & Safety (OHS)

ProcessVault supports ISO 45001 requirements for occupational health and safety management.

Hazard Identification

Identify workplace hazards and assess associated risks.

Creating a Hazard Record

1. Navigate to OHS > Hazards
2. Click New Hazard
3. Enter the hazard name and location/area
4. Select the hazard category (Physical, Chemical, Biological, Ergonomic, Psychosocial)
5. Describe potential harm and who is at risk
6. Assess likelihood and severity
7. Define existing and additional controls
8. Click Create

Hierarchy of Controls

When defining controls, follow the hierarchy:

1. Elimination: Remove the hazard entirely
2. Substitution: Replace with less hazardous alternative
3. Engineering Controls: Isolate people from the hazard
4. Administrative Controls: Change how people work
5. PPE: Protect workers with equipment

Incident Reporting

Record and investigate workplace incidents, near-misses, and safety observations.

Reporting an Incident

1. Navigate to OHS > Incidents
2. Click Report Incident
3. Enter when and where the incident occurred
4. Select the incident type (Injury, Near Miss, Property Damage, etc.)
5. Describe what happened
6. Identify people involved and witnesses
7. Document immediate actions taken
8. Click Submit

Incident Investigation

Investigate incidents to determine root causes and prevent recurrence:

• Assign an investigator
• Gather evidence and statements
• Perform root cause analysis
• Define corrective actions
• Link to CAPA if needed
• Close with lessons learned

OHS Objectives

Set measurable health and safety objectives and track improvement initiatives.

• Define leading and lagging indicators
• Set targets (e.g., reduce incidents by 20%)
• Track progress with dashboards
• Link to specific hazards for context

Supplier Management

Manage your supply chain with supplier qualification, evaluation, and monitoring features (ISO 9001 §8.4).

Supplier Database

Maintain a centralized database of all suppliers.

Adding a Supplier

1. Navigate to Suppliers
2. Click Add Supplier
3. Enter company name and contact information
4. Select the category (Materials, Services, Equipment, etc.)
5. Set the risk classification
6. Add any relevant documents or certifications
7. Click Create

Supplier Categories

• Materials: Raw materials and components
• Services: Outsourced services
• Equipment: Machinery and tools
• Calibration: Calibration service providers
• Logistics: Shipping and distribution
• IT: Software and technology vendors

Supplier Approval Process

Qualify suppliers before engaging in business.

Approval Status

• Pending: Under initial review
• Approved: Fully qualified for use
• Conditionally Approved: Approved with restrictions
• Suspended: Temporarily disqualified
• Rejected: Not approved for use

Supplier Evaluation

Periodically evaluate supplier performance:

• Schedule re-evaluation dates
• Assess quality, delivery, and service
• Document evaluation results
• Update risk classification based on performance
• Track improvement trends

Calibration & Equipment

Track calibration status and maintain records for measuring and monitoring equipment (ISO 9001 §7.1.5).

Equipment Register

Maintain a register of all calibrated equipment.

Adding Equipment

1. Navigate to Calibration
2. Click Add Equipment
3. Enter equipment number and name
4. Select the category (Dimensional, Electrical, Pressure, Temperature, Mass)
5. Enter manufacturer, model, and serial number
6. Set the calibration interval
7. Assign a custodian and location
8. Click Create

Equipment Status

• Active: In use and calibration current
• Out for Calibration: Sent for calibration
• Inactive: Temporarily not in use
• Retired: Permanently removed from service

Calibration Records

Document calibration activities and results.

Recording a Calibration

1. Open the equipment record
2. Click Record Calibration
3. Enter the calibration date
4. Select calibration type (Internal or External)
5. Enter calibration provider details (if external)
6. Record measurement results
7. Indicate pass/fail status
8. Attach calibration certificate
9. Set next calibration due date
10. Click Save

Calibration Alerts

The system automatically alerts you when equipment is due or overdue for calibration:

• Green: Calibration current (more than 30 days until due)
• Yellow: Calibration due soon (within 30 days)
• Red: Overdue for calibration