Adding a process: the capture flow

What it is

Processes is where Verinode keeps the standard operating procedures (SOPs) your team actually runs by: how a water job gets scoped, how a fire job gets documented, how equipment gets logged out and back in. Most operators never wrote these down, or wrote them once and lost track of the file. The "+ Add Process" button and the capture window it opens (the same CaptureModal used across the platform, tuned here for process documents) is how a new SOP gets into Verinode: drop the file you already have, paste the text, dictate it out loud, or snap a photo of a laminated checklist taped to the van. Verinode reads it, turns it into structured steps, scores it, and files it. You did not create a new system to maintain. You handed over what already exists in your head or your inbox.

Verinode does not write your process for you and does not decide which one is "correct." It reads what you send, proposes a structured version, and scores it for waste against LEAN and IICRC references. You keep or edit every step.

Where to find it

Open Processes from the sidebar, under Operations (iq.verinode.ai/processes). The older /excellence link forwards straight here.

At the top right of the page you'll see two buttons that both open the same capture window:

• Add Data, the universal data-entry button that appears in the header of every section (also reachable with Cmd+U / Ctrl+U from anywhere on the page).
• + Add Process, sitting next to it, a Processes-specific shortcut to the same window.

Either one opens a modal titled "Send data to Processes."

The capture flow, tab by tab

The window opens with a row of tabs across the top (on a narrower screen the order shifts to lead with Snap a photo, since that's the fastest path from a phone). Pick whichever matches what you have in hand:

• Drop files: a dashed drop zone reading "Drop a file here / or click to browse." Drag a file onto it or click to open your file picker. Verinode accepts PDF, JPG, PNG, HEIC, CSV, Excel, Word, video, and audio, up to 25 MB per file (files over that limit are rejected with "File exceeds 25 MB limit"). Below the drop zone, a small note spells it out: "PDF, images, CSV, Excel, Word, video, audio: Verinode reads everything." A second button underneath, Send multiple at once, opens a multi-file picker for a batch, useful if you're finally digitizing a folder of old SOPs in one sitting.
• Snap a photo: a single button, "Snap a photo," with the sub-line "Receipts, invoices, certs, equipment tags." On a phone this opens the camera directly; on a laptop it opens your file picker filtered to images. This is the tab for a laminated checklist on the wall of the truck, or a whiteboard your crew lead sketched a process on.
• Paste it: a plain text box: "Paste email text, invoice details, or any business document content..." Type or paste your process description directly, then click Analyze (disabled until you've entered at least 10 characters, with "Text too short (min 10 characters)" if you try short of that). This is the closest thing to hand-drafting an SOP in Verinode: there's no multi-field form here, you just write out the steps in plain language and let Verinode structure them.
• Tell me: a microphone button: "Tap to record," with "Describe a cost, dictate notes, or walk through a job" underneath. Tap to start, and the button turns into a pulsing red square reading "Recording... 0:00" (counting up) with "Tap to stop" below it. Stop it and Verinode transcribes the recording, then runs the transcript through the same process-extraction path as a pasted document. This tab only appears if your browser supports microphone recording; if you deny microphone access you'll see "Microphone access denied."
• Forward: only appears when the capture window is opened with a code tying it to your specific inbound email address. Opened from Processes (via either "Add Data" or "+ Add Process"), that tie-in isn't wired up, so you won't see a Forward tab here. Forwarding is set up once, for your whole inbox, from the Connect page: see connecting your data and forwarding documents. Anything you forward that reads as a process document lands here the same way an upload would.

1. 1Open Processes and click + Add Process (or Add Data, or press Cmd+U).
2. 2Pick the tab that matches what you have: a file, a photo, pasted text, or your own voice.
3. 3Feed it in. Verinode acknowledges instantly ("Uploading, Verinode is analyzing it now...") and, for single files and photos, closes the window right away so you're not stuck waiting.
4. 4Watch for the result: a toast notification and a persistent processing indicator update once Verinode finishes reading it, usually within 8 to 30 seconds.
5. 5Open the result (for paste and voice captures, the window stays open and shows it directly) and confirm the process landed where you expected.

What happens while Verinode is working

For file and photo uploads, the window closes the moment you hand over the document. Holding it open for 8 to 30 seconds of analysis isn't useful, you'd just be staring at a spinner instead of getting back to work. Instead:

• An immediate toast confirms receipt: "Uploading [filename], Verinode is analyzing it now..." (or "...transcribing now..." for video or audio).
• A processing indicator appears and stays visible while the document is read, then updates in place once the result is in, rather than popping a second, separate notification.

Paste and voice captures behave differently: the window itself switches to a spinner reading "Uploading..." then "Analyzing document... Verinode is reading and classifying your data," and shows the result inline once it's done, because you're already sitting there waiting on it.

Bulk uploads (the Send multiple at once button) are a third pattern entirely: the window closes immediately with a toast ("Uploading N files, Verinode will process them in the background..."), and each file is scored individually behind the scenes rather than all at once in front of you.

The result: what you see when it's done

Every single-file, paste, or voice capture ends in a result panel with:

• A status icon and a one-line summary: "Got it: [plain-language summary of what Verinode read]." The icon differs by outcome: a green check for a document Verinode fully processed and filed, an amber flag for one it filed but flagged a piece of for your review, and a blue clock for one it queued to finish behind the scenes.
• What it matched: if Verinode tied the document to an existing record (a vendor, a carrier, a piece of equipment, and so on), it lists what it matched: "Matched: [name] ([kind])."
• Warnings, when something is only partly resolved: shown in an amber block, one line per issue. A bulk import that only landed part of the batch, or a carrier name Verinode couldn't confidently tie to a record on file, shows up here so a partial result never reads as a clean success.
• Insights, plain-language notes Verinode pulled out of the document, color-coded by how much attention they need (a stronger color for the ones that matter most).
• A next-step suggestion, a quiet one-line nudge in a bordered box. Processes doesn't have a dedicated one yet, so it falls back to the platform default: pointing you at setting up inbox forwarding from the Connect page so future documents don't need a manual upload at all.
• Two buttons: Send another, which resets the window back to the tab picker so you can capture the next document without closing and reopening, and Done, which closes the window.

If this is the very first document you've ever successfully added to Verinode, the panel leads with an extra note: "Your intelligence is starting to build / Every document you send makes your insights sharper." That only shows once, tracked in your browser, not tied to any specific section.

Below the result, if you've captured more than one thing in the same session, a Recent list keeps the last few results visible with a short status marker and their one-line summary, so you can glance back at what you just sent before closing the window.

Linking a captured process to a carrier, vendor, team member, or piece of equipment

The capture window itself doesn't ask you to tag anything, it just reads the document and files it. Linking happens afterward, on the SOP's own detail card: click into any process record from the Processes page and you'll find:

• Link to Carrier or TPA: a single dropdown (default "No carrier linked") tying the SOP to one carrier or TPA relationship, for a process that only applies to one program's requirements. Pick one and click Save link.
• Link to Vendors, Team, or Equipment: three separate multi-select rows, each rendered as removable chips with an "Add a vendor...," "Add a team member...," or "Add a piece of equipment..." dropdown beneath it. Add or remove as many as apply; each change saves immediately, no separate save button. If a row has nothing linked yet it reads "No vendors linked yet" (or "team members," or "pieces of equipment"). If you haven't added any vendors, team members, or equipment to Verinode at all, the row instead tells you to add one in that section first. Once every available option on a row is already linked, it reads "All available [kind]s are already linked."

There is no separate "client" link on a process record. If a document you capture also names a client, that reference is handled on the client's own record elsewhere in the platform, not through this picker. See clients and carriers for how those relationships are tracked.

How captured data flows into the section

Once Verinode finishes reading what you sent, one or two things happen, depending on how confident the read was:

• A new SOP record is written to your process library and shows up in the Processes page's records list, along with a LEAN score (a waste rating against LEAN and industry standards) that runs automatically once the SOP has steps to score.
• A separate observation is logged behind the scenes, capturing the same content as a "pattern" your team appears to follow. That observation starts out pending, distinct from the SOP itself, and only gets folded into your confirmed process model once you (or a nightly clustering pass that groups similar observations together) confirm it, edit it, or dismiss it. You'll see pending patterns surface as their own tiles on the Processes home page, with inline Confirm, Edit, and Dismiss actions.

On the Processes home page, three numbers move as a result of what you capture:

• My SOPs: how many process documents you've written or captured so far.
• To Confirm: how many observed patterns are waiting on you to confirm or dismiss.
• Lines Without An SOP: how many of your active service lines still have no documented process behind them. Every capture that covers a previously-undocumented service line closes part of this gap.

A process can also enter your library a second way, without going through capture at all: from a Decision tile recommending you adopt a known standard, an Adopt now button scaffolds a draft SOP directly from that reference standard, which you then refine and activate. That path and the capture flow both end up in the same records list, they just start from different places. See the decision workspace for how those recommendation tiles work.

Empty states and errors

• Trying to submit pasted text under 10 characters: "Text too short (min 10 characters)."
• A file over 25 MB: "File exceeds 25 MB limit."
• Denying microphone access on the Tell me tab: "Microphone access denied."
• Any network or processing failure: "Upload failed: [error]" (or "Bulk upload failed: [error]" for a batch), with a generic "Something went wrong" if no specific message came back.
• No vendors, team members, or equipment on file yet to link to a captured SOP: the picker tells you to add one in that section first, rather than showing an empty dropdown.

Best-practice example

Say your foreman keeps the water-mitigation walk-through in his head, not on paper. Open Processes, click + Add Process, and use Tell me: have him talk through the walk-through out loud, start to finish, while you record it. Stop the recording, and within moments Verinode transcribes it, structures it into steps, scores it for waste, and files it as a draft or active SOP depending on how clearly it came through. Open the new record, tag the equipment it depends on and the team members who run it, and it's now a documented process feeding your coverage number, not a habit that leaves with your foreman if he ever does.

Data sources