Adding a process

What this is

Every restoration business runs on procedures that mostly live in someone's head: how a water loss gets scoped on day one, who signs off on a supplement, what the drying-log checklist actually is once a tech is standing in a wet basement. Verinode's job is to get that knowledge out of your head (and out of the binder nobody opens) and into a documented library it can read, score, and benchmark. "Adding a process" is how a procedure, a checklist, a photo of a whiteboard, or a five-minute voice memo turns into a written Standard Operating Procedure (SOP) plus a record of how you actually work.

Verinode does not write your procedures for you. It reads what you send, whatever format it arrives in, and turns it into a structured SOP with named steps, an estimated time, and the roles and equipment involved. You stay the author. Verinode is the AI Co-COO doing the transcription, structuring, and filing.

Where to find it

Open Processes from the sidebar at iq.verinode.ai/processes. In the page header, top right, sit two buttons:

• + Add Process, the button this article covers. It opens the capture modal with the title "Send data to Processes."
• Add Data, the universal data-entry button every section carries. On the Processes page it opens the identical modal, it is a second door into the same flow.

Either button gets you to the same place, so use whichever one you reach for first.

The four ways in

Clicking + Add Process opens a modal titled Send data to Processes with a row of tabs across the top. On the Processes page, four are available (the modal's fifth tab, Forward, only appears on pages that carry your personal forwarding email, which the Processes page does not):

1. 1Drop files. A dashed drop zone reads "Drop a file here" with "or click to browse" underneath. Drag a file onto it or click to open a file browser. Underneath, a Send multiple at once button lets you select several files in one go for a bulk import. The accepted formats note reads: "PDF, images, CSV, Excel, Word, video, audio: Verinode reads everything." A single file is capped at 25 MB, past that the modal shows "File exceeds 25 MB limit" and stops.
2. 2Snap a photo. A single button reads "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 image picker. Good for a photographed SOP page, a laminated checklist taped to a truck, or a whiteboard walkthrough.
3. 3Paste it. A text box with the placeholder "Paste email text, invoice details, or any business document content..." Paste in a procedure copied from an old Word doc, an email chain describing how a step works, or notes from a training session. The Analyze button stays disabled until you have typed at least 10 characters; under that, the modal shows "Text too short (min 10 characters)."
4. 4Tell me. A microphone button. Tap it to start recording ("Tap to record," with the prompt "Describe a cost, dictate notes, or walk through a job"), tap again to stop. While recording, the button turns red and the label counts up ("Recording... 0:14"). If your browser or device won't grant microphone access, the modal shows "Microphone access denied" instead of the recording button. This tab is the fastest way to capture a real walkthrough, a supervisor talking through the mitigation checklist in the truck bay speaks it, and Verinode transcribes and structures it.

What happens after you submit

The moment you drop a file, snap a photo, paste text, or stop a recording, the modal fires a toast ("Uploading [filename], Verinode is analyzing it now…" or, for audio and video, "…transcribing now…") and closes immediately. You are not stuck waiting on a spinner: Verinode keeps working in the background while you go back to whatever you were doing, and a persistent card at the bottom of the screen tracks progress, then flips to the result once it lands. A single file or a photo usually finishes in 8 to 30 seconds; a bulk batch of several files processes one at a time.

Behind the scenes:

1. Photo, drop, and paste each route through Verinode's canonical ingestion pipeline, the same classifier and extractor every document type on the platform uses. Voice and video are transcribed first (anonymized before the transcript reaches the language model), then the transcript flows through that same pipeline tagged as spoken-word input.
2. The pipeline reads the content and, when it recognizes a procedure, checklist, or protocol, structures it into a title, a category (water, fire, mold, reconstruction, contents, or general), a work type (residential, commercial, or both), and an ordered list of steps, each with its own description, the role responsible, an estimated time, and any equipment called out.
3. That structure writes to two places at once:

- Your SOP library (what shows up under "My SOPs" on the Processes home). The confidence Verinode has in its own read of the document decides how the new SOP lands: a high-confidence extraction goes live immediately, a lower-confidence one is still saved and visible but flagged for you to review before it counts as active guidance, and a very low-confidence read also triggers a note asking you to double-check or re-submit the source. - An artifact-anchored observation (a pending row that captures what you actually described or sent, tied back to the exact photo, recording, or pasted text it came from). This is Verinode's behavioral read of how you work day to day, kept separate from your documented SOP library on purpose: it is raw material an analyst pass later clusters and asks you to confirm before anything from it becomes part of your process model. A single capture does not create a confirmable pattern by itself, patterns form once Verinode has seen the same behavior repeated across enough captures, then surface on the Processes home as a card you can confirm, edit and confirm, or dismiss.

Reading the result

Once processing finishes, the modal (if you kept it open, or the "Recent" list if you closed it and reopened later) shows a result card:

• A status icon and headline, "Got it: [summary of what was extracted]." Green checkmark for a clean read, amber for one flagged for review, blue for one still queued.
• Matched: any entities Verinode recognized in the content (people, categories, or related records), each tagged with its type.
• Warnings, in amber, when something came back incomplete: a partial import ("processed 3 of 5 files"), or a piece of content it could not confidently place. These exist so a partial result never quietly reads as a full success.
• Insights, short flagged lines with a severity marker (an exclamation mark or a double exclamation mark for anything that needs a closer look).
• A next step suggestion in a gray box: a one-line nudge toward whatever tends to compound value from what you just sent.
• Two buttons at the bottom: Send another (resets the modal to try a new capture) and Done (closes it).

Below the current result, up to five Recent captures from this session list out with a short status marker and a one-line summary, so you can see what you have sent without scrolling back through the "Send another" resets.

How the section refreshes

You never have to reload the page. Two refresh mechanisms keep the Processes home current:

• As soon as the synchronous part of a capture completes (the modal closes and the toast fires), the page's data refreshes automatically, so a new SOP appears in "My SOPs" and the hero counters ("SOPs written," coverage percentage, "To Confirm") update right away.
• For SOPs, a second pass happens a little later in the background: once Verinode finishes scoring the new SOP against lean process principles, the page refreshes again so the score shows up without you doing anything.

If you confirm, edit, or dismiss a pending pattern card on the Processes home, that action also refreshes the page immediately.

Where the new record shows up

A confirmed SOP raises the "SOPs written" count on the Processes hero and, if it is the first documented procedure for a service line you offer, closes a gap in the coverage stat ("N of your service lines have no SOP yet" ticks down by one). An artifact-anchored observation adds to the "To Confirm" counter once it has clustered with enough similar captures to form a pattern worth asking about; until then it is recorded but not yet surfaced as something to act on. Every SOP and every confirmable pattern is also reachable from the "All" tab inside the Processes card slider, filtered by kind.

Empty states and errors, verbatim

• Drop zone, before anything is selected: "Drop a file here" / "or click to browse."
• File too large: "File exceeds 25 MB limit."
• Paste tab, under 10 characters: "Text too short (min 10 characters)."
• Voice tab, microphone blocked: "Microphone access denied."
• Queued bulk import toast confirmation: "[N] files queued for processing."
• Queued single item completion message: "Queued. We'll notify you when processing finishes."
• Completed with a couple of flagged items: "Added. Flagged a couple of items for your review."
• Clean completion: "Added to your vault."

Best-practice example

Say your best estimator has never written down how she scopes a water loss, it is all in her head after a decade of jobs. Instead of asking her to type up a formal SOP (which never happens), open Processes, click + Add Process, and hand her the Tell me tab. She talks through her walkthrough for four minutes: moisture readings first, photos before any equipment moves, a specific order for tear-out decisions. Verinode transcribes it, structures it into a titled SOP with individual steps, an estimated total time, and the equipment she names, and saves it as a new SOP (flagged for her to confirm if the read came back at moderate confidence). At the same time, her actual described behavior lands as an observation. If three more of your techs describe a similar sequence in the weeks that follow, that repetition surfaces as a pattern to confirm, letting you turn what several people already do into one documented standard.

Related articles

• Understanding your margin
• How benchmarks work
• The decision workspace
• Forwarding documents
• Connecting your data