You're looking at a blank page in Q.wiki and asking yourself: Which template actually fits here? This article helps you make the right choice – quickly and without overthinking it.
The three templates at a glance
Process overview
The signpost – shows the big picture
The process overview is your starting point. It shows how multiple processes or sub-processes relate to each other – without going into detail.
When should I use this template?
- You want to show an entire process area (e.g. "Produce product") at a glance.
- New employees should understand which processes exist in the first place.
- You want to link – from here, readers can drill down into individual processes.
Process description
The workflow – explains how something works
Here you describe how a process works – step by step, with roles, responsibilities, interfaces, and everything you need for each step (links, forms, etc.). This template answers the What and the Who, but not yet the exact How of every individual action.
When should I use this template?
- A process needs to be officially documented (e.g. "How does our complaint handling work?").
- Multiple people or departments are involved and need to collaborate, and you want to see the interfaces.
- The workflow you're documenting spans a longer period of time.
Work instruction
The guide – shows exactly how to do it
The work instruction goes into detail. It's aimed at someone who needs to know exactly what to do and in what order – concrete, precise, and actionable. No room for interpretation.
When should I use this template?
- A task should always be carried out in exactly the same way (e.g. machine setup, booking process).
- There are safety or quality requirements where no step can be missed.
- The target audience is the people doing the work.
Quick decision guide – which template fits?
| I want to … | Template |
|---|---|
| … show which processes exist in an area | Process overview |
| … explain how a process works and who is involved | Process description |
| … describe exactly how a task is carried out | Work instruction |
| … show new people where to start | Process overview |
| … demonstrate a process to auditors | Process description |
| … make sure nothing gets forgotten | Work instruction |
How the templates work together
In a well-structured Q.wiki documentation, all three templates work hand in hand: the overview shows the big picture, the process description explains the workflow, and the work instruction provides the hands-on detail. You don't always need all three – but if you notice that a page is trying to explain too much at once, that's often a sign it should be split up. In that case, you would link from within the process description to the work instruction.
 Process overviewThe picture | → |  Process descriptionThe workflow | → |  Work instructionThe hands-on detail |
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