How to Update a System
SystemHUB is Bragan’s Procedure Management Tool.
Overview#
Purpose: SystemHUB is Bragan’s Procedure Management Tool. The purpose of this document is to outline to new and existing staff how to update a system.
Scope: This procedure applies to all Bragan personnel.
Responsibility: It is the responsibility of each employee to ensure the process set out in this procedure is followed.
Objective: The objective is to standardize the use of SystemHUB so all applicable members of staff have the knowledge to do so efficiently and correctly.
Process Flow#
Updating a System#
Step 1.
Duplicate the template card for SOP Suggestion in the "Bragan PH Team Task / SOP Board". Read the Instruction for Small System Edits.
SOP Suggestion Template for:
"For Small System Edit
This card should be populated with all relevant content - Requested picture Snipes to add to system, Issues, Reason for requested edit and below checklist strictly followed. This card is then posted to the SOP Formation Skype Group for edit confirmation, Suggested edit content should be posts in the group along side the trello card. Both Owner and Second owner should be tagged and edits applied on same day of request. "
NOTE: Offer a Summary of the specific edits to be done in the system. Include snipes of what needs to be updated on the system.
Step 2.
Send suggested updates and the Trello card link to the "SOP Formation/Update Group (PH Team)" Skype Group. Then tag the First Owner, the Second Owner and
the management (James) and wait for their approval regarding the suggested updates.
NOTE:
First Owner - The person with the most knowledge and the one who would be primarily doing the tasks in the SOPs.
Second Owner - Should have as much knowledge as the First Owner but would usually only need to do the tasks when the First Owner is unable to do them. Usually the one to check if all points are addressed for the new system. Quality checking.
If suggestion is disapproved, update the Trello Card by writing in the Activity Section the reason why it was disapproved and move the card in the DONE List found in "Bragan PH Team Task / SOP Board".
Step 3. Once approved by the owners and the management, go to SystemHUB and log in using credentials provided by management.
Step 4. Search the System you want to update. Click the Edit Button and update the section you want to update in the system as agreed in the Trello Card.
Note: Make sure to edit the correct system as some are linked to training/onboarding Trello Cards. This will also affect the systems linked to some email macros.
Step 5.
Note: If the edit affects the step by step process flow, make sure to also update the flow chart of that system. Delete the old flow chart and attach the updated one.
Make sure also to replace the flow chart found in the body of the system (first part of the SOP).
Flow Chart#
In creating a flow chart it should only have one start and one end (one continuous loop). Please make sure to use the correct shapes in creating the flow chart. You can use Microsoft Excel for this, just click Insert > Shapes > Flowchart.
- This should always be put at the start of the process flow.
- This should always be put at the end of the process flow.
- Use this symbol for every process/step in the flow chart
- Use this if there is a decision involve in the process.
- Use this if you want to reference other SOP related to the flow chart you are creating
- Use arrows to connect each steps
Note:
Every system that involves a step by step process needs to have a flowchart. This flowchart should be added as an attachment and not as a Dropbox link, this way the flowchart is saved within SystemHUB.
It should also be added as part of the body of the system, preferably at the very start of the SOP so that the person reading it will have an overview of the process.
See attachment for the template for the flow chart.
File name should be: the Process Title then always add the word Flowchart. Example, for how to create a system, file name of the flow chart should be How to Create a System Flowchart.
Step 6#
If there is a need to edit Supporting Notes then also do it. Supporting Notes should be used as it is very important to log potential issues and Adhoc points that need to be logged. It is very important to follow the template for this so that it'll be easier for agents to read important notes and potential issues encountered.
Step 7.
Once the update is finished. Review and then Save it.
Step 8. Get the External Share Link of the updated system and send it to the SystemHub Mapping Skype Group.
This process is for the First and Second Owners to review and do the quality check for the updates done. Make sure to tag the Management and the owners for them to acknowledge the system edited.
Note:
The system edit/formation is not considered complete until it has been agreed as complete by management and first and second owners.
Once the system is acknowledge by owners and management, move the Trello Card in the DONE List found in "Bragan PH Team Task / SOP Board".
Creating a New Version of the System#
If it is only minor updates on the system such as changing the snipes to make it updated to real time, or adding some notes or additional steps, then follow the steps mentioned above. However, if it is a completely new process wherein the steps are now obsolete and needs to have major updates then it is better to create a new version of the system. To do this, follow the steps below:
Step 1.
Follow steps 1-3 from above process.
Step 2.
Search the System you want to update. Click the Edit Button, scroll down and click on VERSIONS. Then click Create New Version.
Step 3.
The SOP that is now in the screen is the new version. The old version is the one found at the right (red underline). The default name of the old version is the name of the person creating the new one. You can rename it by clicking the Rename button (red box). Rename it anything you want but just make sure you put what version it is. In this example it is v1 as reference to version one, then the title of the SOP.
Step 4.
If you want the old version to show in the systems menu, click on the restore button (blue box of Figure 9). It will then ask you which folder you will restore it to. Make sure to select the folder where it was saved.
The latest/active version is the one with the green circle and the old/inactive version is the one with the gray circle. Systemhub also automatically rename the old
version and put 1 on it, indicating that this is the first version.
If you want to rename it then just right click on it and select Rename. Make sure to indicate what version it is. If you do not want it to show in the systems menu then just select Delete. If you want to show it again in here then just select again Restore in Step 3.
Step 5.
If you want to completely delete the older versions in SystemHUB then just select the Delete button (green box).
Step 6. In cases wherein you want to mark the old version as the active version again. Just click again the edit button.
Then click on the circle and change its color to green. There are many colors available but we are only using the green (indicating that it is the active version) and the gray one (for inactive listing.
Notes#
This section is important so Adhoc points and issues can be logged. Also, Q&A can be logged for suggestions for potential issues encountered. Also, log important notes needed for this system. Additional Notes:
The agent suggesting the update should be the one to carry through the edit. The suggestions for edit should be confirmed in real-time in the group and for the card to be cleared the same day. Creating a new version will break the link for systems that are linked to training/onboarding Trello Cards. This will also affect the systems linked to some email macros. Do not create a new version this will overpopulate the SystemHub. Editing the current system is the best practice to avoid potential issues.
If the update affect the step by step process, make sure to also update the flow chart. Delete the old copy and attach the updated one. Always add flow chart as an attachment and not as a Dropbox link.
When you add a links, do not just paste the link, instead use hyperlink or the Link Button so that it will be neater.
Any task under 15 minutes just do it, create Trello card for task over 15 minutes.
Make sure to always save the files to the shared folder using Dropbox in the web browser as shown below instead of saving it in your Dropbox Desktop as files automatically deleted in the system once staff is no longer with Bragan.
Potential Issues:
1 - ISSUE ENCOUNTERED: Stuck on Loading
RESOLUTION: Refresh Browser
2 - ISSUE ENCOUNTERED: Broken Links
RESOLUTION: Get the external link as this will allow other people to access the SOP without the need for login credentials and avoid broken links.
3 - ISSUE ENCOUNTERED: Cannot Edit the system since somebody is using it
RESOLUTION: Check Stats so you can see who used it last and notify or if nobody is using it, then open a support ticket with SystemHub
4 - ISSUE ENCOUNTERED: Two Copies of the SOP are Found in SystemHub
RESOLUTION: This is OK. It's suppose to be like this - some systems are relevant to multiple folders / roles.
5 – ISSUE ENCOUNTERED: Dropbox deleted folders
RESOLUTION: Utilize Dropbox in the web browser instead of Dropbox in desktop to secure that dropbox links will not be deleted for future reference.
Attachments#
How_to_Update_a_System_Flo… 16/12/2025
SOP_Flow_Chart_Template.xlsx 16/12/2025