Process Manager

Watch: Process Manager Essentials

A short walkthrough of process templates, drafts, publishing, version history, and the AI Assistant.

Process templates

• Create a Process Template with a display name and category. Tables sort by any highlighted column header and open on newest first.
• Clone copies an existing type — handy when two services share most of a procedure.
• Deactivate a type to retire it without losing history. Deactivated types don't count against your plan's process limit.
• Starter templates — use Install missing starters to pull in the Agency Clearstep library, or Update from library to bring the newest library version in as a new draft. Untouched, unassigned starters are free of your process limit.

Working in a draft

• Create a Draft version — start blank or copy a published version (the New draft dialog lets you choose which one).
• Everything autosaves as you go: edits save on blur, so there's no Save button to remember.
• A draft can be renamed; the name you publish becomes the template's name from then on. A draft can also be deleted — you'll get a warning first — to abandon work in progress.
• Fill in About this process — description, goal, audience, prerequisites, estimated time, and notes. These travel with the version and are visible to Service Managers and agents.
• Reorder phases and steps by drag-and-drop.

Step types and defaults

• Step types use plain names: Short Text, Long Text, Checkbox, Radio Select, Checkbox Group, Yes/No, and Approval Gate.
• Option lists are pipe-delimited and render side by side. Radio Select and Checkbox Group need at least two options; Yes/No has fixed options.
• A step's default answer sits behind the Default toggle beside Remove. Defaults pre-fill the answer for every client.
• Approval Gate steps pause for a Service Manager decision while the agent keeps working elsewhere.

Publishing and version history

• Steps that couldn't be understood on import are flagged in red as Needs review — fix them before publishing.
• Publish asks you to confirm in an in-app dialog, and anything blocking publication is listed in the app so you can fix it in place.
• Every published version is kept. Use Restore as draft on an earlier version to bring it back as the next draft, then publish or discard it as usual.
• The editor toolbar is grouped: View (expand/collapse all), Download (CSV, PDF, MD — the PDF can number phases and questions), and Reference (Sample CSV, Read Me).

Importing and exporting (CSV)

Download → CSV is re-importable, PDF is numbered and fillable for working on paper, and MD is a numbered Markdown outline. Use Import CSV to build a process in a spreadsheet instead. Imports add to a draft — they never overwrite it — and published versions cannot be imported into.

• One row per thing. The row_type column is meta, phase, or step. Each step belongs to the most recent phase above it, and columns are matched by header name so column order doesn't matter.
• Process details use meta rows. Put the field name in phase_name and the value in step_text. Recognized fields: description, goal, audience, prerequisites, estimated_time, notes. Common synonyms (outcome, who, prereqs, duration) are accepted; unknown names are skipped with a warning.
• Phase rows need only a name — don't number them, order is implicit. There is no phase description column; put that context in the process description or notes.
• Step rows need step_text and an input_type. radio_select and checkbox_group require a pipe-delimited option_list of at least two options; yes_no has fixed options; gate steps wait on Service Manager approval.
• Defaults are optional. A default that doesn't fit its input type is dropped with a warning rather than failing the row.
• Bad rows never stop an import. Rows that can't be understood import as needs review placeholders so nothing is lost — orphans land in a phase called “Unassigned (import errors)”. Review the import summary, fix the flagged steps, then publish.

AI Assistant: four contexts

The assistant picks its mode from where you are — there's no setting to choose. Move between screens and it switches automatically (you'll see a “Switched to …” banner), while your conversation carries on. The suggestion chips — What I can do here and Try asking — refresh for the new mode, and the full set reappears on a new chat.

• List — the Process Templates page, nothing open. Build a process from a description, turn rough notes into a process, copy a process and adapt it, or review your process library. Example: “Create a process to onboard a Meta Ads client.” Anything it creates arrives as a draft for you to select and refine.
• Template — a template open, no version in the editor. Summarize the template, audit the published version, or start a draft to improve it. Example: “What's the difference between the draft and the published version?”
• Draft — a draft version open in the editor. This is where the work happens: audit the draft, fill it out end to end (phases, steps, answer types, option lists, defaults), rewrite a phase for clarity, complete the process overview, or explain a step to agents. Example: “Rewrite the Kickoff phase so every step is actionable.”
• Published — a published or archived version open. Summarize the version, review it and propose a better draft, or compare it with the previous version. Example: “Where would you add an approval gate?”

Every change arrives as a proposal card you approve, and the assistant only ever writes to drafts — publishing, approving, and archiving stay your clicks. Each reply shows what it cost, and the header shows the credits left in your workspace.