Overview
Written instructions describe what to do. Flowcharts show how it all connects. When a process has multiple steps, decision points, or branching paths, like a sales workflow, a subcontract approval process, or an onboarding checklist, a visual representation makes it far easier to understand and follow than a wall of text.
Structur's flowchart feature, built into Standard Operating Procedures, lets you create visual maps of any process or workflow directly inside your company's operating system. Flowcharts live alongside your SOPs, policies, and procedures, so the visual guide and the written context are always in the same place.
Once created, flowcharts become a go-to resource for training new hires, troubleshooting issues, and identifying where a process could be improved.
Understanding Flowcharts
What It Does
Structur's flowchart builder allows you to:
Create visual representations of processes, workflows, and decision trees, showing how steps connect and where decisions branch
Use purpose-built flowchart elements including Start/End nodes, Process boxes, Decision diamonds, and Connectors/Arrows
Add labels to each element to describe the action, step, or decision it represents
Store flowcharts inside your Standard Operating Procedures alongside related SOPs and procedures, keeping all process documentation in one place
Document any company process from how a lead gets qualified to how a change order gets approved
When to Use It
Flowcharts are most valuable when you need to:
Document a process visually - especially when that process has multiple steps, conditions, or decision points that are hard to follow in text alone
Onboard new employees - give new hires a clear, visual map of how your company operates so they can get up to speed faster without relying on the owner or a senior team member to walk them through everything
Create troubleshooting guides - provide step-by-step visual guidance for resolving common issues, so team members know exactly what to do and when to escalate
Improve existing processes - map out how a process currently works to identify bottlenecks, redundant steps, or points where things tend to fall apart
Standardize workflows - make sure every team member follows the same sequence of steps for key company processes, regardless of who's doing it
Step-by-Step Instructions
1. Navigate to Standard Operating Procedures
From your Structur dashboard, click on the Company Operations menu
Navigate into the Standard Operating Procedures area
This is where all your company's processes, procedures, and SOPs are stored.
2. Navigate to the Right Department
Within the SOPs area, select the department relevant to the flowchart you're creating
For example, if you're creating a flowchart for your sales process, navigate to your Sales department. If you're mapping a project kickoff workflow, go to your Project Management department.
Keeping flowcharts in the right department ensures your team can find them in context, next to the related written procedures.
3. Add a New Page
Once you're in the correct department, click New Page
Insert the page name and set privacy settings
4. Create "Flowchart" Content
From the new page created, click on New Element to add the Flowchart content type
Select New Flowchart
Give the new content type a title
5. Give Your Flowchart a Clear Title
Enter a descriptive title that accurately reflects the process you're mapping.
A good title makes the flowchart instantly identifiable. Examples:
"Sales Process Flowchart"
"Change Order Approval Workflow"
"New Employee Onboarding Process"
"Customer Support Request Flowchart"
"Subcontract Execution Process"
6. Add Flowchart Elements
Build your flowchart using the available elements:
Start/End Nodes - mark the beginning and end of the process. Every flowchart should have a clear start point and at least one end point.
Process Boxes - represent individual steps or actions in the process. Each box should describe a single, discrete action.
Decision Diamonds - indicate decision points where the process branches based on different outcomes. Use these wherever a "yes/no" or "if/then" condition exists.
Connectors / Arrows - show the flow of the process from one element to the next, making the direction of movement clear.
7. Connect the Elements
Use connectors and arrows to link elements together
Draw the path from the Start node through each step, across any decision branches, to the End node
Ensure every element is connected, no orphaned boxes or steps that don't lead anywhere
The connections are what transform a collection of shapes into an actual, readable process map.
8. Add Labels to Every Element
Add clear, concise labels to each element
Labels should describe the specific step, action, or decision that element represents
Keep labels short, one action per box. For decision diamonds, label the outgoing branches (for example: "Yes" and "No", or "Approved" and "Needs Revision"). Clear labels are what make a flowchart usable by someone encountering the process for the first time.
Best Practices
Start with the Start node and work forward - Map the process in the order it actually happens, beginning at the trigger event and following each step to its logical conclusion. Don't build backward or from the middle.
One action per Process Box - Each box should represent a single, discrete step. If you find yourself writing "and then..." inside a box, split it into two boxes. Clarity comes from granularity.
Use Decision Diamonds for every branch point - If a process has a condition "Did the client approve the estimate?" or "Is the vendor insurance current?" that needs to be a Decision Diamond with labeled Yes/No branches. Skipping decision points creates ambiguity about what happens when something doesn't go as expected.
Keep labels short and action-oriented - Use verb-first language: "Send proposal," "Review budget," "Notify project manager." Avoid long sentences inside flowchart elements.
Put the flowchart in the right department - A flowchart stored in the wrong department won't get used. Place it in the department where your team will naturally look for it.
Review flowcharts when processes change - A flowchart for a process that no longer exists is worse than no flowchart, it causes confusion. Update or archive flowcharts whenever the underlying process changes.
Common Questions
Q: Where do flowcharts live in Structur?
A: Flowcharts are created and stored inside Standard Operating Procedures in Structur. They live alongside your written SOPs, policies, and procedures within the department structure you've set up for your company's operations.
Q: What types of processes are best suited for a flowchart?
A: Any process with multiple steps, decision points, or branching paths benefits from a flowchart. Particularly useful for: lead qualification workflows, change order approval processes, new employee onboarding sequences, project kickoff procedures, and customer support routing guides.
Q: Can I create multiple flowcharts in the same department?
A: Yes. You can add as many flowchart pages as needed within any department of the Standard Operating Procedures. If a department covers a complex process with several sub-processes, each can have its own flowchart.
Q: How detailed should a flowchart be?
A: Detailed enough that someone unfamiliar with the process can follow it without asking questions, but not so detailed that it becomes overwhelming. A good rule of thumb: if you need more than 15–20 elements to map a single process, consider whether it should be broken into sub-processes, each with its own flowchart.
Q: Can flowcharts help with employee onboarding?
A: Yes, this is one of the highest-value uses. A flowchart showing a new hire exactly how leads are managed, or how projects get set up, gives them a self-service reference they can consult on day one without needing to interrupt experienced team members.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Start building flowchart elements without a clear start point | Always begin with a Start node and trace the process forward step by step |
Put multiple actions in a single Process Box | Use one box per action, split compound steps into separate boxes |
Skip Decision Diamonds at branching points | Use Decision Diamonds wherever the process has a conditional branch, and label all outgoing paths |
Use vague labels like "handle it" or "process request" | Use specific, verb-first labels: "Send estimate to client," "Review insurance certificate," "Notify PM of approval" |
Store flowcharts in the wrong department | Place each flowchart in the department where your team will naturally look for it |
Never update flowcharts when processes change | Review and update flowcharts whenever the underlying process is modified, an outdated flowchart causes more confusion than no flowchart |