Use this checklist to translate a process description or process map into input that is ready to build in F2 Service Builder.
A process map is a useful starting point, but it is often not detailed enough for configuration. Before you start building, the process should be described in a way that makes phases, tasks, roles, documents, data and test scenarios clear.
If several areas are unclear, continue process clarification before configuration.
You can also download the checklist in a printer-friendly version.
1. Process overview
Start by making sure the basic process information is clear.
- The process has a clear name
- The purpose of the process is described
- The process owner is identified
- The business unit or subject-matter team is identified
- The digitalization team or superuser responsible for the build is identified
- The expected value of the process is understood
- The process has been prioritized for configuration
2. From process map to build-ready structure
Translate the high-level process into a structure that can be configured.
- The process map has been reviewed with the business unit
- The main phases are defined
- The tasks within each phase are described
- The sequence of tasks is understood
- Mandatory and optional steps are identified
- Decision points and outcomes are described
- Handovers between users, roles or units are identified
- The start and end of the process are clear
3. Roles and task ownership
Clarify who does what in the process.
- All user roles are identified
- The owner of each task is known
- Review responsibilities are described
- Approval responsibilities are described
- Responsibilities between business unit and digitalization team are clear
- Escalation or handover points are identified
- Maintenance responsibility after launch is agreed
4. Documents, templates and merge fields
Identify the documents and information that the process depends on.
- Required document templates are listed
- Standard letters, decisions or responses are identified
- Existing templates that can be reused are identified
- Required merge fields are identified
- Ownership of document content is agreed
- Documents have been reviewed by relevant business or legal owners where needed
- Any missing document templates have been assigned to an owner
5. Communication and receipts
Clarify the messages that should be sent during the process.
- Required email templates are listed
- Required receipts or confirmations are listed
- The purpose of each message is clear
- The recipient of each message is known
- The timing of each message is known
- Standard wording has been agreed
- Ownership and future maintenance of message content are agreed
6. Data, fields and overview
Clarify what information should be captured and how it should be used.
- Required data fields are identified
- Data needed for follow-up or reporting is identified
- Data needed for management overview is identified
- Any calculation needs are described
- Data ownership is clear
- Requirements related to documentation, archive or handover are known
- It is clear how the data will be used after launch
7. Dependencies and configuration assumptions
Identify dependencies that may affect how the process can be built.
- Dependencies on other systems are identified
- Integration needs have been assessed
- Manual steps outside F2 Service Builder are described
- Relevant F2 configuration dependencies are known
- Known limitations have been considered
- Assumptions about available functionality are documented
- The digitalization team or cBrain has been involved where needed
8. Test scenarios
Define what must be tested before the process is put into use.
- Key user scenarios are described
- Normal process flow is covered by test scenarios
- Important exceptions or alternative paths are covered
- Document generation is included in testing where relevant
- Email templates and receipts are included in testing where relevant
- Calculations are included in testing where relevant
- Reporting or overview needs are included in testing where relevant
- Users or business representatives responsible for testing are identified
9. Production readiness and maintenance
Clarify what must be in place before launch.
- Review responsibilities are agreed
- Approval before launch is agreed
- Time has been reserved for testing and adjustments
- Required documentation is prepared
- The process owner has accepted responsibility after launch
- Maintenance responsibilities are clear
- A plan exists for handling future changes
- Relevant users know when and how the process will be introduced
10. Readiness summary
Use this summary after completing the checklist.
Ready to build
The process may be ready for configuration if:
- The process structure is clear enough to build from
- Roles, responsibilities and handovers are known
- Documents, templates, communication and merge fields are identified
- Data and overview needs are understood
- Dependencies and assumptions have been assessed
- Test scenarios are described
- Review, approval and maintenance responsibilities are agreed
Recommended next step:
Prepare the first version in F2 Service Builder and plan review with the relevant business unit.
Needs clarification
The process may need more clarification if:
- The process is only described at a high level
- Tasks, roles or decisions are unclear
- Required documents, messages or data are not ready
- Dependencies or limitations have not been assessed
- Test scenarios have not been described
- Maintenance responsibility is unclear
Recommended next step:
Clarify the open points before configuration begins.
Next step
Once the process is build-ready, continue with the relevant build guides or open the full F2 Service Builder manual in F2 Docs.
Open the F2 Service Builder manual
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