Use Case / Operational Documentation

Create documentation from how work is actually performed

Capture a real workstation execution and use it to generate a first procedure draft. If documentation already exists, use actual execution and repeated recordings to review whether it still reflects the way the work is performed.

Download for Windows Request discussion

No documentation?

Important activities are often learned through experience, handover, or verbal explanation. When the process is not documented, record a real execution and use TRAILFLOW to generate a first procedure draft based on what was actually done.

Documentation already exists?

Procedures can become outdated while the real work changes. Record the activity again and review the actual execution alongside the existing documentation. Use the observed differences to validate the document and identify where it may need clarification or updating.

From real execution to maintained documentation

01 — Record a real execution Capture the workstation activity while an experienced user performs the process normally across the applications involved.
02 — Generate the first draft Use the recorded sequence and supporting evidence to create a draft procedure that can be reviewed by the process owner or subject-matter expert.
03 — Review and approve The generated output is a draft, not an automatically approved procedure. The organisation reviews, corrects, completes and controls the document according to its own governance.
04 — Record the process again Later executions provide current examples of how the activity is actually being performed.
05 — Compare executions Compare two recordings to identify differences in sequence or execution. Those differences can indicate where documentation, training or the process itself should be reviewed.

Create from actual work

Start documentation from a real execution rather than asking someone to reconstruct every step from memory.

Keep documentation grounded

Use later recordings to review whether the documented process still reflects actual execution.

Make variation visible

Compare two executions to identify differences that may require documentation, training, control or process review.

Where this helps

Procedure creation and maintenance, knowledge transfer, onboarding and offboarding, operational handovers, process standardisation, business continuity preparation, audit preparation, and activities where important operational knowledge is concentrated in a small number of people.

What TRAILFLOW does not decide

TRAILFLOW can generate a draft from recorded execution and provide recordings for comparison and review. It does not automatically decide that a procedure is correct, complete, compliant, approved, or suitable for the organisation. Those decisions remain with the responsible process owners and control functions.

Document the work from a real execution

Start with one activity: create the first draft if documentation is missing, or use a new execution to review and improve what already exists.

Download for Windows Request discussion