# Process documentation template

Replace the bracketed prompts with your team's instructions. Use one document for one task with a clear start and finish. Remove prompts and unused sections before sharing.

## Document details

| Field              | Your process                                                       |
| ------------------ | ------------------------------------------------------------------ |
| Process name       | [Name the task using a verb and an object]                         |
| Process owner      | [Role responsible for accuracy and questions]                      |
| Performed by       | [Role that does the work]                                          |
| Version            | [Version or revision reference]                                    |
| Last verified      | [Date someone checked the instructions by doing the task]          |
| Review trigger     | [Software, policy, ownership change, or recurring reader question] |
| Source walkthrough | [Link to a recording or other source, if useful]                   |
| Maintained copy    | [Link to the version the team should use]                          |

## Purpose and result

[Why does this process exist? What should be true when it is finished?]

## When to use this guide

Start: [The event or condition that starts the task.]

Scope: [Which situations this guide covers.]

Outside scope: [Cases that require a different process; link to that guide.]

## Before you start

- Access: [Required permissions or systems; link to the access request process.]
- Information: [Records or details the reader needs.]
- Dependencies: [Work that must already be complete.]
- Rules: [Link to the maintained policy or decision rules.]

## Steps and decisions

### 1. [Action and object]

Do: [Exact action, including the location or field when needed.]

Check: [What the reader should see after the action.]

Decision: [If condition A, do this. Otherwise, do that or follow the linked process.]

Illustration: [Add a screenshot or recording reference only where it clarifies the task. Explain what to notice.]

### 2. [Next action and object]

Do: [Exact action.]

Check: [Expected result.]

Decision: [Condition and next action, if needed.]

### 3. [Final action and object]

Do: [Exact action.]

Check: [Expected result.]

Handoff: [Who receives the work and where they will find it.]

## Exceptions and escalation

- Stop when: [A condition that makes it inappropriate to continue.]
- Ask for help when: [A condition that needs a decision or additional access.]
- Contact: [Responsible role and the team's normal contact route.]
- Preserve context: [What to record so the next person can resolve the issue.]

## Completion check

- [Observable evidence the work is correct and saved.]
- [Observable evidence the handoff reached the next person or queue.]
- [Any required record or follow-up.]

## Maintenance and change history

Owner: [Who updates and verifies this guide.]

Review: [The event or agreed schedule that prompts verification.]

| Date   | What changed                                 | Verified by    |
| ------ | -------------------------------------------- | -------------- |
| [Date] | [Summary and any affected links or training] | [Name or role] |

Template by Kommodo. More guidance: https://kommodo.ai/blog/process-documentation-template