---
title: Create a work instruction
description: Learn how to add work instructions in Gluu from the process editor or an activity page, then write and enrich them faster with AI, media, links and files.
url: "https://gluu.biz/documentation/work-instruction-sop-design/create-a-work-instruction/"
updated: "2026-09-01"
category: Work instruction (SOP) design
tags:
  - AI
---

# Create a work instruction

*Goal: Learn how to **add [work instructions](https://gluu.biz/blog/sop-work-instructions/work-instruction-example/) in Gluu** from the process editor or an activity page, then write and enrich them faster with AI, media, links and files.*

## Before you start

- **Plan:** Work instructions require the Essential plan or above. On the Core plan, activities exist in the process map, but the work instruction editor is not available.
- **Role:** Any editor or process owner on the process can add or edit its work instructions.
- **Setup:** Have a mapped process with at least one activity to attach the instruction to.

## Add a work instruction

There are two ways how you can add work instructions to your activities — or edit existing ones:

1. Directly from our process editor
2. On an activity (work instruction) page

### From the process editor

Once your [process map](https://gluu.biz/documentation/process-mapping/map-a-process/) is finished and you save it, all activities are created by Gluu. You can open each activity page to add work instructions (see next section), or you can reopen the process editor by turning on edit mode.

1. Turn on **Edit mode** in the process editor.
2. Click the activity box to receive work instructions.
3. Click the **“i”** icon in the lower-right corner.
4. Add or edit the work instruction in the side drawer.

You're done once the instruction is saved in the side drawer.

![Adding a work instruction from the info icon in the process editor](https://gluu.biz/wp-content/uploads/2025/09/image-92-1140x737.png?wsr)

### From an activity page

Work instructions live inside an activity in a process. This keeps the “what to do” (process + activity) together with the “how to do it” (work instruction).

1. Go to the process that holds the activity.
2. Click the activity and select **Go to page**.
3. Click **Edit** to open the work instruction editor.

You're done once the work instruction editor is open on the activity page.

![Opening the work instruction editor from an activity page](https://gluu.biz/wp-content/uploads/2025/09/image-88.png?wsr)

## Write the work instruction

Write and format your instruction (you can also copy/paste from Word). The toolbar adds the options below.

![Work instruction editor toolbar with formatting, components, images, video, file and link icons](https://gluu.biz/wp-content/uploads/2025/09/image-89-1140x60.png?wsr)

### Apply formatting

Click **Formatting** to apply styles to selected text.
– Use **Risk** to highlight risks and failure points.
– Use **Tip** to add practical advice.
– Use **Reference** to point to other sources.

### Use shared components

Click the component icon:

![Component icon in the work instruction toolbar for inserting shared components](https://gluu.biz/wp-content/uploads/2025/09/image-90.png)

to search for **[shared components](https://gluu.biz/documentation/work-instruction-sop-design/use-shared-components/)** (Process, Activity, User, Role, Form, Task, Case Template, Label or File) and insert dynamic links.

You can also preview or [create new components](https://gluu.biz/documentation/work-instruction-sop-design/use-shared-components/) directly from inside a work instruction.

### Add images and videos

Click the **Image** icon to insert an image at your cursor. Adjust size and alignment, and choose whether it opens in a new tab.

*TIP! Use a screen snipping tool and paste directly with **Ctrl + V**.*

Click the **Video** icon to embed a video via an “embed code” (e.g. from your intranet or YouTube). The video is shown inside the work instruction.

[Using video in your work instructions with Gluu](https://www.youtube.com/embed/ewucBTvpEto?feature=oembed)

### Upload files

Click the [**File**](https://gluu.biz/documentation/getting-started/file-management-basics/)icon to upload a file. It appears as a stable link inside the instruction so users can download templates and references.

### Use links

Insert links to internal or external sources. You can link directly to files on Microsoft SharePoint or OneDrive.

### Use the Gluu AI Assistant

Use the [Gluu AI Assistant](https://gluu.biz/documentation/getting-started/gluu-ai-assistant-basics/) to speed up work and keep a consistent style. Launch it from a work instruction page to:

1. Suggest a new instruction based on your process context and best-practice prompts.
2. Rewrite an existing instruction into your standard template.
3. Suggest tasks based on the instruction content.

*Review and edit AI suggestions before publishing. AI respects your account language and follows your admin-defined templates. Versioning works as usual — editors stay in control.*

![Gluu Assistant suggesting work instruction text on an activity page](https://gluu.biz/wp-content/uploads/2025/09/image-93-1140x743.png?wsr)

## Change history and roll-back

Gluu saves your work in the browser for a local fallback if your connection drops. Each version is saved automatically, and you can roll back to an earlier version from the [change log](https://gluu.biz/documentation/process-mapping/publish-and-maintain-a-process/).

![Change log showing saved versions of a work instruction available for roll-back](https://gluu.biz/wp-content/uploads/2025/09/image-94-1140x412.png?wsr)

## FAQ – Creating a work instruction

 **How do I add a work instruction to an activity in Gluu?**

Open the activity from the process map or an activity page and click Edit. Two entry points work: turn on Edit mode in the process editor and click the info icon on an activity, or go to the activity page directly and click Edit to open the work instruction editor.

  **What plan do I need to add work instructions?**

Work instructions require the Essential plan or above. On the Core plan, activities exist in the process map, but the work instruction editor is not available.

  **Can I use the Gluu Assistant to write work instructions?**

Yes. From a work instruction page, the Gluu Assistant can suggest a new instruction from your process context, rewrite an existing instruction into your standard template, or suggest tasks based on the instruction content. Review and edit AI suggestions before publishing—you stay in control.

  **Can I link to other Gluu content from inside a work instruction?**

Yes. Use the component icon to insert dynamic links to a Process, Activity, User, Role, Form, Task, Case Template, Label or File—these are shared components that update automatically when the linked item changes. You can also create new components directly from the editor.

  **What happens if my connection drops while writing a work instruction?**

Gluu saves your work locally in the browser as a fallback, and each version is also saved automatically on the server. If your connection drops, you can recover your latest changes, and you can always roll back to an earlier version from the change log.

  **Can I insert images, videos and files into a work instruction?**

Yes. Use the Image icon to insert an image at your cursor (or paste one directly with Ctrl+V), the Video icon to embed a video via an embed code, and the File icon to upload a file that appears as a stable download link inside the instruction.