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What Are Blueprints?

Blueprints are category-level documents that provide context, background, and overview for a group of related activities. They explain the “why” behind your activities and provide important information that applies to the entire category. Think of blueprints as the introduction to a chapter in a book. They set the stage before diving into the specific activity details.
Blueprints are optional. Only create them when your category needs context or explanation that doesn’t fit at the activity level.Learn more: Blueprints vs Guides

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When to Create Blueprints

Create blueprints when your category:

Needs Context

Team members need to understand the purpose or rationale behind these activities

Has Policies

Important rules, compliance requirements, or guidelines apply to all activities

Requires Training

New team members need background before performing the activities

Is Complex

The category involves multiple interconnected activities that need explanation
Don’t create blueprints for every category. Only create them when the category truly needs explanation. Simple, self-explanatory categories don’t need blueprints.

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Accessing the Blueprint Editor

1

Navigate to Process Flow

Go to your core process and click the Visual tab to see the Process Flow diagram.This view shows all your categories as colored horizontal bars with activities beneath them.
2

Find Your Category

Locate the category you want to document. Each category appears as a colored bar (red, green, blue, etc.) with the category name on the left.
3

Click the Blueprint Button

On the right side of the category bar, click the “Blueprint” button.This opens the Blueprint editor for that category.

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Understanding the Blueprint Editor

When you open the Blueprint editor, you’ll see:

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Top Navigation

Title and breadcrumb:
  • Category name displayed as “[Category Name] - Blueprint”
  • Breadcrumb showing: Process > Sub-process > Category name
Action buttons:
  • Back to RACI - Return to the RACI matrix view
  • Workflow - View the workflow for this category
  • KPIs - Access key performance indicators
  • Delete Blueprint - Remove this blueprint (red button)
  • Create SOP - Create a Standard Operating Procedure

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Main Editor Area

Rich text editor with full formatting capabilities: Menu bar:
  • File, Edit, View, Insert, Format, Tools, Table, Help
Formatting toolbar:
  • Heading levels (H1, H2, H3, H4, H5, H6)
  • Text formatting (Bold, Italic, Underline, Strikethrough)
  • Lists (bullets, numbers, indentation)
  • Alignment options
  • Links, images, tables
  • Text color and highlighting
  • Special characters and more
Editor workspace:
  • Large text area with placeholder: “Start typing…”
  • Full WYSIWYG editing experience

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Left Sidebar: Version History

The Version History sidebar tracks all saved versions of your blueprint: When empty:
  • Shows “No versions yet”
  • Message: “Get started by creating your first blueprint version.”
After saving:
  • Lists all versions chronologically
  • Shows version numbers and timestamps
  • Click any version to view that version

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Right Sidebar: Metadata

The Metadata sidebar displays blueprint information: Version Info:
  • Version number (e.g., 1.0)
  • Created date
  • Created by (user who created it)
Blueprint Details:
  • Type: Blueprint
  • Parent: [Category name]
The metadata sidebar automatically tracks blueprint details. You don’t need to manually enter version numbers or metadata - the system handles this for you.

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Creating Your First Blueprint

1

Open the Blueprint Editor

Follow the steps above to access the Blueprint editor for your category.You’ll see the empty editor with “Start typing…” placeholder text.
2

Start with a Clear Structure

Begin by outlining the main sections you want to include. Use headings to organize your content.Common sections include:
  • Purpose & Objectives
  • Overview & Context
  • Key Policies & Guidelines
  • Tools & Resources
  • Roles & Responsibilities
3

Write Your Content

Use the rich text editor to document the key information for this category.Focus on category-level information that applies to all activities in this group, not specific step-by-step procedures.
4

Format for Readability

Use the formatting toolbar to:
  • Add headings to create clear sections
  • Use bullet points for lists
  • Bold important terms or concepts
  • Add links to related resources
  • Include tables for structured information
Good formatting makes blueprints much easier to scan and understand.
5

Add Comments (Optional)

Click “Add Comment” to leave notes or questions for team members.Comments are useful when collaborating on blueprint documentation.
6

Save Your Blueprint

Once you’ve documented the essential information, save your work.The system will create version 1.0 and add it to the Version History.

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What to Include in Your Blueprint

1. Purpose & Objectives

Start with why. Explain what this category accomplishes and why it matters to the overall process.Example for “Candidate Screening”:
Purpose The screening phase identifies the top 10% of candidates who meet our technical requirements and culture values. Effective screening reduces time spent on interviews while maintaining high-quality hires. Objectives
  • Screen 100% of applications within 48 hours
  • Identify qualified candidates for phone screens
  • Maintain consistent evaluation standards
  • Document decisions for compliance
Keep this section brief (2-4 paragraphs maximum).
Provide background. Help readers understand how this category fits into the bigger picture.Example for “Budget Approval”:
Context Budget approvals follow a tiered structure based on request size. Requests under 5Krequiremanagerapprovalonly.Requestsover5K require manager approval only. Requests over 5K require department head approval. Requests over $25K require CFO approval. This structure balances control with speed. When This Applies This approval process covers all non-payroll expenses including software, equipment, consulting, marketing, and travel. Payroll and capital expenditures follow separate processes (see links).
Clarify scope, prerequisites, and how this category connects to other processes.
Document important rules. List policies, compliance requirements, or best practices that apply to all activities in this category.Example for “Customer Support - Ticket Resolution”:
Critical Policies
  • Acknowledge all tickets within 2 hours (SLA requirement)
  • Never close a ticket without customer confirmation
  • Document all solutions in the knowledge base
  • Escalate to Level 2 after 3 contact attempts
  • Comply with GDPR when handling EU customer data
Best Practices
  • Use empathetic language and apologize for issues
  • Provide estimated resolution times
  • Offer workarounds when immediate fixes aren’t available
  • Follow up after resolution to ensure satisfaction
Use bullet points for easy scanning.
List what people need. Include systems, templates, training materials, and references.Example for “Sales - Discovery Phase”:
Required Tools
  • Salesforce CRM - [Login link]
  • Discovery call script - [Template]
  • BANT questionnaire - [Form]
  • Qualification rubric - [Scorecard]
Training & References
  • Discovery call training video - [Watch]
  • Objection handling guide - [Read]
  • Product feature sheet - [Download]
  • Pricing guidelines - [Internal only]
Support Contacts
Include links whenever possible to make resources easily accessible.
Clarify who does what. Provide a high-level overview of roles involved in this category.Example for “Employee Onboarding - First Week”:
Role Responsibilities
  • Hiring Manager: Oversees onboarding, conducts check-ins, approves completed tasks
  • HR Coordinator: Manages paperwork, benefits enrollment, compliance training
  • IT Team: Sets up accounts, provides equipment, handles technical issues
  • Onboarding Buddy: Provides day-to-day support, answers questions, facilitates introductions
  • New Hire: Completes required tasks, asks questions, provides feedback
You can reference your RACI matrix here or provide a simplified overview for the category.
Define success. How do you know if this category is working well?Example for “Marketing - Campaign Execution”:
Success Metrics
  • 100% of campaigns launch on scheduled date
  • Zero compliance violations or brand guideline breaches
  • Campaign assets approved within 5 business days
  • Post-campaign report completed within 1 week of campaign end
Quality Standards
  • All copy reviewed by at least two people
  • Images meet brand guidelines (see style guide)
  • Legal approved messaging for regulated industries
Link to KPIs if you’ve created them in the system using the KPIs button.
Address common situations. Include frequently asked questions or edge cases that apply to this category.Example for “Purchase Approval”:
Common Scenarios Q: What if I need approval urgently? A: For urgent requests (needed within 24 hours), email your approver directly and CC their assistant. Mark email as “URGENT.” Still submit the formal request in the system. Q: What if my approver is out of office? A: Check their OOO message for their designated backup approver. If none listed, contact your department’s operations manager. Q: Can I split a large purchase into smaller requests to avoid CFO approval? A: No. This violates policy. Always submit the full purchase amount in one request.
This section grows over time as you encounter common questions.

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Blueprint Structure Template

Use this template as a starting point: 
# [Category Name] - Overview

## Purpose & Objectives
[Why this category exists and what it aims to accomplish]

## Overview & Context
[Background information and how this fits into the larger process]

## Key Policies & Guidelines
[Important rules, compliance requirements, best practices]

## Tools & Resources
[Systems, templates, training materials, reference documents]

## Roles & Responsibilities
[High-level overview of who does what in this category]

## Success Criteria & Metrics
[How you measure success for this category]

## Common Scenarios & FAQs
[Frequently asked questions and edge cases]

## Related Activities & Documentation
[Links to activity guides, SOPs, or other resources]

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Writing Style Tips

Keep It High-Level

Blueprints provide context, not step-by-step instructions. Save detailed procedures for activity guides.

Use Clear Headings

Break content into sections with descriptive headings so people can scan quickly.

Be Concise

Short paragraphs (2-3 sentences) are easier to read than long blocks of text.

Link Generously

Link to activity guides, forms, templates, and other documentation rather than duplicating information.

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Blueprint Examples by Category Type

  • Approval Category
  • Training Category
  • Execution Category
Category: Budget Approval - Requests Over $25KBlueprint Content:
Purpose Large expense requests require CFO approval to ensure alignment with company financial strategy and cash flow management. This additional review protects the company while maintaining reasonable approval speed for legitimate business needs. Approval Criteria The CFO evaluates requests based on:
  • Strategic alignment with annual goals
  • Budget availability in the requesting department
  • ROI projections and business case strength
  • Cash flow impact and timing
  • Alternatives considered
Timeline CFO reviews occur every Tuesday and Thursday. Submit by Monday EOD for Tuesday review, or Wednesday EOD for Thursday review. Emergency requests (rare) can be submitted directly to CFO’s assistant. Required Documentation
  • Completed request form with all fields
  • Business case (use template)
  • Budget impact analysis
  • At least 2 vendor quotes (if applicable)
  • Department head approval confirmation
After Approval Finance will notify you via email and create a PO (if needed). Most approved requests process within 2 business days after CFO approval.

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Version History and Updates

MPQA automatically tracks versions of your blueprints:

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How Versions Work

Initial save:
  • Creates version 1.0
  • Appears in Version History sidebar
  • Metadata shows creation date and author
Subsequent saves:
  • Each save creates a new version
  • Versions are numbered automatically
  • You can view any previous version by clicking it in the sidebar
Viewing past versions:
  • Click any version in the Version History sidebar
  • The editor displays that version’s content
  • You can copy content from old versions if needed
Use the Version History to track how your blueprint has evolved over time and to recover accidentally deleted content.

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Best Practices

1

Start with an Outline

List the sections you need before writing. This prevents rambling and ensures you cover everything important.
2

Get Input from Team

Ask team members what context or information would be helpful for this category. They know what’s confusing or unclear.
3

Use Real Examples

Provide concrete examples rather than abstract concepts. Examples make blueprints much easier to understand.
4

Link to Activity Guides

Reference specific activity guides when relevant. Blueprints and guides work together to provide complete documentation.
5

Keep It Current

Review and update blueprints when processes, policies, or tools change. Set calendar reminders for regular reviews.

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Common Blueprint Mistakes

Too Much DetailBlueprints should be high-level overviews, not step-by-step manuals. If you’re documenting every click and button press, you’re writing an activity guide, not a blueprint.
Duplicating ContentDon’t copy your process SOP into your blueprint or repeat information from activity guides. Each documentation level has its purpose. Link between them instead of duplicating.
Creating Unnecessary BlueprintsNot every category needs a blueprint. Simple, self-explanatory categories don’t benefit from additional documentation. Only create blueprints when they add real value.
Forgetting to UpdateWhen policies change, tools change, or roles change, update your blueprints. Outdated information is worse than no information because it misleads people.

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Blueprint Checklist

Before considering your blueprint complete:
  • Clear structure with descriptive headings
  • Purpose and objectives clearly stated
  • Context provided for how this category fits in the process
  • Key policies and guidelines documented
  • Tools and resources listed with working links
  • Roles and responsibilities clarified
  • Success criteria or metrics defined (if applicable)
  • Common scenarios or FAQs addressed
  • Proper formatting for readability
  • Reviewed by team members who use this category
  • Free of typos and grammatical errors

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Tips for Success

Focus on Context

Explain why things are done this way, not just what to do. The “why” is what makes blueprints valuable.

Use Visuals

Add diagrams, flowcharts, or screenshots when they clarify complex concepts or relationships.

Be Strategic

Only create blueprints that add real value. Don’t document for the sake of documentation.

Gather Feedback

After creating the blueprint, ask team members if it helps them understand the category better. Update based on their feedback.

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Next Steps

Creating Guides

Add step-by-step guides to individual activities

Blueprints vs Guides

Review the differences between documentation types

Creating SOPs

Create process-level SOPs