Template text
# [Work instruction title: one task]
| Field | Value |
|---|---|
| Instruction no. | [WI-001] |
| Parent SOP | [SOP-001, link] |
| Version and date | [1.0, YYYY-MM-DD] |
| Owner | [name, role] |
## Task
[One sentence. Example: Record a refund for a canceled invoice.]
## Who uses it, and where
- User: [role]
- Application: [name, version if it matters]
- Required permission: [permission name]
## Before you start
- [Information or document you need at hand]
- [Personal data note, for example: use a test record when practicing]
## Steps
### 1. [Verb and target, for example: Open the Invoices tab]
Picture: [images/step-01.png, what it shows, target marked by a ring or arrow]
[One sentence: what to do and what you should see afterwards.]
### 2. [Verb and target]
Picture: [images/step-02.png, what it shows]
[One sentence.]
> Warning: [only on a step that cannot be undone]
### 3. [Verb and target]
Picture: [images/step-03.png, what it shows]
[One sentence.]
[Copy the block for each further step. If the list passes about twelve steps, split the task.]
## Check: did I do it right?
Picture: [images/result.png, what the finished screen looks like]
- [Observable result. Example: the message "Refund created" appears.]
## If something goes wrong
- [Whom to contact, through which channel, with what information]
## Revision
| Version | Date | Changed by | Change |
|---|---|---|---|
| [1.0] | [YYYY-MM-DD] | [name] | [First release] |
work-instructions-template-with-pictures.md · A plain Markdown file that opens in any editor.How do I fill in the work instructions template with pictures?
- State the task in one sentence. Two outcomes mean two instructions.
- Name the user and the application. Role, program, permission.
- Write each step as verb plus target. "Click Save" rather than "The data should now be saved".
- Add one picture per step. Mark the target with a ring or an arrow and crop to the relevant area.
- Put the warning next to its step. Not at the end of the page.
- Answer "did I do it right" with something visible, such as a confirmation message, and add a picture of it.
The full method is in how to write work instructions. When you need the process around the task, use the SOP template with screenshots and link this instruction from it.
What does a short filled-in example look like?
A made-up instruction, "Add a new customer record":
| Step | Picture | Sentence |
|---|---|---|
| 1. Open the Customers tab | The main menu with Customers marked | Click Customers in the left menu. The customer list opens. |
| 2. Start a new record | The top right of the list with New customer marked | Click New customer. An empty form opens. |
| 3. Save the record | The filled form with Save marked | Click Save. Warning: the tax number cannot be changed afterwards. |
The check at the end reads "The message Customer created appears", with a picture of that message.
How long should the instruction be?
Under one page of text, or about twelve steps. A longer list usually hides two tasks. Split it, give each part its own number and link them from the parent SOP. The difference between the levels is explained in SOP vs work instruction.
How do I get the pictures for the Steps section with Izly?
For a task in a web application, record it instead of taking each picture yourself. Start the Izly Chrome extension and do the task once. Each click becomes a step with a screenshot, and the editor lets you edit the text, crop, add arrows, move the marker, add a warning block and cover sensitive areas.
Put the guide link into the template or export the guide: PDF on every plan, Word, HTML and Markdown on Pro and Studio. Izly records desktop Chrome only. See pricing or start free.
Frequently asked questions
Do work instructions always need a picture on every step?
For software tasks it is the safest rule, because a marked picture removes doubt about which button is meant. For physical work, use a photo instead.
Where do I save the pictures?
In a folder next to the Markdown file, named as in the picture lines. If you work in Word, insert the pictures straight into the document and ignore the file names.
Is the Parent SOP field required?
No. It shows which process the instruction belongs to. If there is no SOP, leave the field empty or delete the row.
Can I turn the finished instruction into a video?
If you recorded it with Izly, yes. Press Create video on the guide: you get a video with captions and a synthetic voice in English or Turkish, listed under My videos and downloadable as MP4. Free has videos of 3 guides in total as a trial, Pro 15 guides a month, Studio unlimited.
Related pages
Record it once and let the guide write itself
With Izly you do the task once in the browser. Clicks and screenshots become a step-by-step guide that you edit, share, turn into a narrated video or run again for every row of a table.