User Guide

Learn how to use the HFD Workflow Visualizer to transform policy documents into interactive workflow diagrams. This guide covers everything from uploading your first document to understanding the generated diagrams.

Quick Start

Get started with the Workflow Visualizer in just a few steps:

1
Sign In
Click the login button in the header and sign in with your Google account or email.
2
Upload PDF
Drag and drop your sanitized policy PDF into the upload zone on the home page.
3
Review Workflows
Browse the AI-detected workflows and select the one you want to visualize.
4
View Diagram
Explore the interactive diagram, zoom in/out, and review the workflow details.
First Time User?
If this is your first time using the system, we recommend reading through the detailed walkthrough below to understand each step in depth.

Detailed Walkthrough

Follow this comprehensive guide to learn every feature and capability of the Workflow Visualizer.

1

Upload Your Document

Begin by uploading a sanitized policy PDF document

To start the workflow visualization process, you need to upload a PDF document containing policy procedures. The system accepts PDF files up to 10MB in size.

Document Requirements:

  • File format: PDF only
  • Maximum size: 10MB
  • Must contain extractable text (not scanned images)
  • Should be the latest version of the policy
  • Must be sanitized (PII removed or approved)
Important
Ensure you are uploading the most recent version of the policy document. Using outdated documents may result in inaccurate or obsolete workflow diagrams.

You can upload documents by:

  • Drag and drop: Drag the PDF file onto the upload zone
  • Click to browse: Click the upload zone to open the file picker
2

Complete the Attestation Form

Provide your initials and SOP reference for audit purposes

Before processing begins, you must complete an attestation form. This creates an audit trail and ensures accountability.

Required Information:

  • Your Initials: Used to identify who processed this document
  • SOP Reference: The policy or SOP number/name being visualized (e.g., "Fire Response Protocol 2024")

The attestation confirms that:

  • You have verified the document is sanitized and approved for processing
  • You are authorized to use this tool
  • You understand the generated diagrams are for reference purposes
3

PII Scan & Approval

System automatically scans for sensitive information

After upload, the system immediately scans the document for Personally Identifiable Information (PII) to ensure compliance with privacy regulations.

PII Clear

If no PII is detected, processing continues automatically to workflow identification.

PII Detected

If PII is found, you can review the findings and request supervisor override if necessary.

Types of PII Detected:

  • Names and personal identifiers
  • Email addresses and phone numbers
  • Physical addresses
  • Social Security Numbers
  • Credit card numbers
Override Process
If PII is detected and you need to proceed, you can request an override. This requires supervisor approval and additional attestation for compliance purposes.
4

Select a Workflow

Choose from AI-detected workflows to visualize

The AI analyzes your document and identifies potential workflows. Each workflow candidate includes helpful metadata to guide your selection.

Workflow Information Provided:

  • Title: Descriptive name of the workflow
  • Summary: Brief overview of what the workflow covers
  • Page Range: Where the workflow appears in the document
  • Complexity: Estimated difficulty (Low, Medium, High)
  • Actors: Roles or entities involved in the workflow
  • Steps: Approximate number of procedural steps

Workflows are ordered by relevance and complexity. Review each candidate carefully before selecting the one you want to visualize.

Multiple Workflows
If your document contains multiple workflows, you can process them one at a time. Each workflow generates a separate diagram that you can view and download.
5

View & Interact with the Diagram

Explore the generated Mermaid workflow diagram

Once generation is complete, you can view and interact with the workflow diagram. The diagram uses Mermaid.js to create a visual representation of the procedural steps, decision points, and flow logic.

Available Interactions:

  • Zoom: Use mouse wheel or pinch to zoom in/out
  • Pan: Click and drag to move around the diagram
  • Download: Export the diagram as SVG or PNG
  • View Details: Click workflow steps to see detailed information

Diagram Elements

  • • Rectangles: Process steps
  • • Diamonds: Decision points
  • • Arrows: Flow direction
  • • Colors: Actor/role coding

Workflow Details Panel

  • • Step-by-step breakdown
  • • Actor assignments
  • • Timing information
  • • Tools and dependencies

The diagram is fully interactive and responsive. You can reference it during training, share it with team members, or include it in documentation.

Features & Capabilities

The Workflow Visualizer includes powerful features to enhance your document processing experience:

Recent Uploads
Access your previously processed documents from the home page. Recent uploads are saved to your account and can be reopened instantly without reprocessing.
Multi-Model Support
Choose between Anthropic Claude, OpenAI GPT-4, or Google Gemini for AI processing. Different models may produce varying results based on the document complexity.
Export Options
Download generated diagrams as SVG (vector) or PNG (raster) images for use in presentations, documentation, or training materials.
Audit Trail
Every upload and processing action is logged with timestamps, user information, and attestation data for compliance and accountability.

Troubleshooting

Common Issues & Solutions

"No workflows detected" error

This occurs when the AI cannot identify procedural workflows in the document.

Solutions:

  • Ensure the PDF contains extractable text (not a scanned image)
  • Verify the document actually contains step-by-step procedures
  • Try a different AI model provider from the settings
  • Check that the document is properly formatted

Diagram rendering failed

The system automatically retries diagram rendering up to 3 times with fixes.

Solutions:

  • Wait for automatic retry attempts to complete
  • If all retries fail, try regenerating with a different model
  • Report persistent issues to the development team

Upload rejected or timeout

Uploads may fail due to file size, format, or network issues.

Solutions:

  • Verify file is PDF format and under 10MB
  • Check your internet connection
  • Try uploading again after a few moments
  • Ensure you are signed in with a valid account

Frequently Asked Questions

How long does processing take?

PII scanning is nearly instant (under 1 second). Workflow identification takes 5-15 seconds depending on document length and model choice. Diagram generation typically completes in 8-12 seconds.

Can I process multiple workflows from one document?

Yes! After identifying workflows, you can select and generate diagrams for each one individually. All generated diagrams are saved to your recent uploads for easy access.

Which AI model should I use?

Anthropic Claude is the default and generally provides the most accurate results for procedural workflows. OpenAI GPT-4 is excellent for complex decision trees. Google Gemini is fast and works well for straightforward procedures. Try different models to see which produces the best results for your specific document.

Are my documents stored permanently?

Document metadata, workflow information, and generated diagrams are stored in your account. The original PDF text is cached temporarily for processing but not stored long-term. You can access recent uploads for quick re-viewing without reprocessing.

What happens if PII is detected?

If PII is detected, processing is paused and you are shown the findings. You can review each finding and decide whether to sanitize the document or request a supervisor override. Override requires additional attestation and is logged for compliance.

Best Practices

Follow these recommendations to get the best results from the Workflow Visualizer:

Document Preparation
  • Use the most recent, approved version of policy documents
  • Ensure PDFs have extractable text (use OCR if necessary)
  • Remove or redact PII before uploading
  • Keep file sizes reasonable (under 5MB is ideal)
Workflow Selection
  • Review the workflow summary and page range before generating
  • Check the complexity and step count estimates
  • Start with simpler workflows to familiarize yourself with the system
  • Compare results from different AI models for complex procedures
Using Generated Diagrams
  • Review diagrams for accuracy against the source document
  • Use diagrams as training aids and quick reference guides
  • Export diagrams in SVG format for best quality in presentations
  • Share diagram URLs with team members for collaborative review
Security & Compliance
  • Never upload documents containing unredacted PII
  • Ensure you have authorization to process the document
  • Provide accurate attestation information for audit purposes
  • Report any security concerns immediately to the development team

Need Technical Details?

For API documentation, deployment guides, and technical architecture, visit the Documentation page.