Documenting workflows using ChatGPT’s “Analyze Images”
When it comes to mapping workflows, ChatGPT is a game changer because it can analyze handwritten sticky notes and convert them to steps in a logical order. For those who don’t want to spend funds on licensing workflow diagramming software or learning how to use said software, ChatGPT could be an alternate solution.
Using the free version of ChatGPT’s “Analyze Images” option, and an image of handwritten sticky notes, I conducted two tests. Results are shown below as Sample One and Sample Two. As you’ll see, the difference between the two samples lies in the prompt I asked ChatGPT.
SAMPLE ONE prompt: “Help me create a workflow from the image. The workflow should be depicted with text and arrows, only.” ChatGPT did not treat each sticky note as a separate step. Instead, it combined steps.
SAMPLE TWO prompt: “From the supplied image, create a Visio-style diagram.” When I added the ‘Visio-style diagram’ instruction, ChatGPT treated each sticky note as a separate step and, thus, was able to create appropriate decision results to fill in gaps in the workflow.
For example: Both samples contain a decision step called “Quote request confirmed?” In SAMPLE ONE, ChatGPT indicated if no, end process because the previous step contained two steps. But in SAMPLE TWO, ChatGPT indicated, If No: Follow up with Manufacturer and return to Step 5 because the previous step contained only one step.
An image depicting a quote-request-to-delivery workflow.
—Workflow steps begin in the upper left-hand corner and moves to the right then down to the next row.
—No arrows are used to indicate direction.
SAMPLE ONE
ME: Help me create a workflow from the image. The workflow should be depicted with text and arrows, only.
ChatGPT:
Here’s a workflow representation in text with arrows based on the image:
Receive quote request → Review quote request → Missing information?
If Yes → Request missing information → Loop back to Review quote request
If No → Proceed
Prepare quote request for submission to MFG → Enter quote request details in manufacturer’s portal
Quote request confirmed?
If No → End process
If Yes → Quote received from MFG?
If No → Wait/Follow up
If Yes → Proceed
Submit quote to sales rep for review → Review good?
If No → Revise and resubmit
If Yes → Proceed
Submit quote to contractor → Quote accepted?
If No → End process
If Yes → Proceed
Create sales order in company sales system → Sales order # created?
If No → Investigate issue
If Yes → Proceed
Convert quote to sales order on MFG portal → MFG confirm delivery date?
If No → Follow up
If Yes → Proceed
Notify contractor of delivery date
Correct order delivered?
If No → Resolve issue
If Yes → Proceed
Invoice sales order → Request delivery to work site
This workflow follows the process depicted in the image logically with decision points and loops where needed. Let me know if you'd like any modifications!
SAMPLE TWO
ME: From the supplied image, create a Visio-style diagram.
ChatGPT:
I'll generate a Visio-style flowchart based on the provided image. Give me a moment to create it.
I have reviewed the image. Now, I'll create a Visio-style flowchart based on the steps in the image.
Quote Request and Order Process Flowchart
Receive Quote Request
Review Quote Request
Missing Information?
Yes: Request missing information and return to Step 2
No: Proceed to Step 4
Prepare Quote Request for Submission to Manufacturer (MFG)
Enter Quote Request Details in Manufacturer's Portal
Quote Request Confirmed?
No: Follow up with Manufacturer and return to Step 5
Yes: Proceed to Step 7
Quote Received from MFG?
No: Follow up with Manufacturer and return to Step 6
Yes: Proceed to Step 8
Submit Quote to Sales Rep for Review
Review Good?
No: Revise and return to Step 8
Yes: Proceed to Step 10
Submit Quote to Contractor
Quote Accepted?
No: Follow up with Contractor and return to Step 10
Yes: Proceed to Step 12
Create Sales Order in Company Sales System
Sales Order Number Created?
No: Troubleshoot and return to Step 12
Yes: Proceed to Step 14
Convert Quote to Sales Order on MFG Portal
MFG Confirms Delivery Date?
No: Follow up with Manufacturer and return to Step 14
Yes: Proceed to Step 16
Notify Contractor of Delivery Date
Correct Order Delivered?
No: Address issue and return to Step 16
Yes: Proceed to Step 18
Invoice Sales Order
Request Delivery to Work Site
This structured flowchart outlines the quote request and order process, ensuring an efficient workflow.
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After obtaining a draft workflow from ChatGPT, to get to a final version I would:
Copy and paste ChatGPT’s draft into a document
Verify the steps provided by ChatGPT follow the intended flow of the sticky notes
Identify where gaps exist in the workflow draft
Add the missing steps
Copy and paste the updated workflow into ChatGPT and ask it to analyze for logic
When I believe a final version has been created, elicit end-user testing to confirm.
Operational excellence begins with clarity on workflows and procedures.
This blog was co-written by a human and ChatGPT and edited by a human!
© 2025 Lori K. Barbeau