The flowchart you never have to redraw.
Three automatic layouts and a paginated PDF with "who does what", always aligned with the process version.
The flowchart is also included in Free. The banded PDF export is available from Optimize.
- For
- Compliance
- Process owner
- Operator
The problem
Process documentation lives in a separate file, drawn by hand once and then forgotten. At the first change it no longer matches reality. For the audit or the quality manual someone has to redraw it, and a long diagram printed on A4 becomes unreadable, with boxes cut in half between one page and the next. The quality manager ends up maintaining two versions of the truth: the one running in the system and the one in the document, knowing they will diverge sooner or later. FlowSharp removes the second drawing: the flowchart reads the same structure as the flow, so it is always the right one, and the PDF is designed to be printed, signed and handed over without touch-ups.
How it works
1One toggle, no extra drawing
From the designer you switch to the Flowchart view: it reads the same structure as the flow, so it is always up to date. There is no second file to maintain and no export to repeat after every change.
2Choose the layout
Sequence, Lanes by owner (with dedicated lanes for System/AI and for "unassigned") or Sequence with a Who column. The chosen layout is remembered per user, so everyone finds the view they prefer.
3See what is missing
Each stage shows number, type, owner, time constraints, guidance, blocking activities and human fallback. An amber dot flags what the documentation lacks: expected output, guidance, owner. The flowchart doubles as a completeness check.
4Print the banded PDF
Cover with branding and version, diagram cut only between stages, numbered connectors across pages, legend and "Who does what" cards. A long process stays readable because no box is ever split.
Specifications
| Layouts | 3 automatic (sequence, lanes, sequence with owners) |
|---|---|
| Activity icons | 7 (manual, script, wait, sub-process, AI, connector, event) |
| Expected output | written by hand (max 300 characters, with AI suggestion) or derived automatically |
| A4 portrait for sequence, landscape for lanes, with repeated headers | |
| "Who does what" cards | Activity · Who · Expected output · Constraints · Guidance |
| Read-only | operators and ReadOnly see owners and outcomes, never URLs, scripts or prompts |
An operational example: a flow in lanes
A flow is exported as a lane diagram by owner: Sales, Administration, System/AI and an Unassigned lane for activities without an owner. The PDF opens with a cover showing version and status. The diagram follows and then the Who does what section, a table with the columns Activity, Who, Output, Constraints and Guidance. Someone who did not design the flow can therefore read it without opening the application: they see who does what, what is produced and which constraints apply. The Unassigned lane is useful: it shows the activities nobody owns yet, a good starting point for a conversation with the owner. The diagram beside it is a schematic representation of the document, not an official screenshot. The PDF format is available from the plan indicated on the page.
How to verify the produced document
Before distributing the PDF, check the cover: version and status must match what you want to communicate, because a diagram of a draft is not the procedure in force. Then scan the lanes: each activity should sit in the right owner's lane, and the Unassigned lane should be empty or contain only items you have already decided on. In the Who does what table, verify that outputs and constraints are consistent with the drawing. From a governance angle, the PDF carries the version, so you can reconstruct which revision of the flow a document printed months ago refers to. If the flow changes, regenerate the document instead of annotating the old one by hand: this way the source stays single and readers always know what is current.
Related features
- Convert to Procedure (SOP) with AIA 3-step wizard generates an operating procedure from the flow in Italian or English.
- Versioned procedures and stage guidesA procedure register with immutable versions, citable sections and guides operators find in the case.
- Expected output for every taskA dedicated field up to 300 characters, with AI suggestion, that travels through all documentation.
- Map document PDFDrawing, legend, flows with stages and tasks, and metrics up to 366 days in a single PDF.
- Visual flow designerA canvas where stages are nodes and transitions are links, with all the detail in the side panel.
Use cases
Frequently asked questions
Can I move the boxes by hand?
No, by design: the layout is automatic, so the document always stays consistent with the process.
Is the PDF suitable for a quality manual?
It is designed for reviews, audits, handovers and sign-off: cover, version, legend and responsibilities per activity.
Who sees the flowchart?
All roles authorized on the flow. Operators and read-only users open it directly, without technical details.
Does it work for long processes too?
Yes: the PDF cuts only between stages and numbers the connectors across pages.