A process map on its own says "Approve invoice". The directory says who approves it, in which team, using which system, against which document. Together they are the data dictionary for your organisation: every named thing, defined once, and attached to every activity that uses it.
The two halves
- The directory is the list. Each entry has a type (person or role, team, system, data object, document, and similar), a name, an optional description, and relationships such as which team a role belongs to. Entries are shared across every map in the organisation space. You can browse and edit them on the Directory page. See Organization process directory.
- The data dictionary is those entries in context. Each activity in a map can be linked to the entries it involves, and each task can carry RACI assignments: one Responsible, one Accountable, and any number of Consulted and Informed. Linked entries show in the properties panel and in exports.
How the Agent uses them
When you ask the Agent to generate maps "including data dictionary information" (or simply "with roles, systems and documents"), it:
- Reads the existing directory so it reuses entries rather than creating duplicates. "HR Business Partner" is created once and linked from every map that needs it.
- Creates the missing entries with the right type.
- Links each activity to the entries it involves.
- Assigns RACI on task-level maps, and stops to ask when a task would end up with two Accountable roles.
- Sets the team hierarchy when you describe one ("Payroll reports to Finance").
You can also ask for directory work on its own:
- "List every role in the directory and which maps use it."
- "Merge 'HR BP' and 'HR Business Partner' into one entry." (This asks for I confirm first.)
- "Assign RACI to every task in the 'Hire a new employee' map: Recruiter responsible, Hiring Manager accountable."
- "Link the 'Applicant tracking system' entry to every activity that mentions candidates."
Where it shows up
- Properties panel. Select an activity to see its linked entries and RACI.
- Directory page. The full list, with duplicates flagged and relationships editable.
- Exports. Word and PDF exports can include a RACI matrix and a glossary built from the directory. See Include directory data in exports.
Keeping it tidy
Ask the Agent to "find duplicate directory entries" or to "review the directory for entries no map uses" from time to time. Merges and deletions always wait for your I confirm.