Preface
SOP related template using inkscape. Starting from cover.
Many people struggle with SOP documentation, and this work helps bridge that gap, by making it practical, step-by-step, and, most importantly, free.
Here is a fun fact: If you know your way around Inkscape, it can be a secret weapon for creating professional documents More control, sharper results, and faster completion. What is not to love? Sure, it looks a bit intimidating at first glance, but once you get the hang of it, you will wonder how you ever survived without it. The complexity is like a hidden superpower. It solves problems in surprisingly simple ways.
And the best part? Once you understand the basics, you can create your own templates. Customized for your specific needs. Who says you have to stick to the style in this article series? With Inkscape, you are the boss. And yes, Inkscape is easier than it looks.
Preparation
This article series involves basic Inkscape operations such as:
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Layout positioning
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Duplicating objects
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Using layers
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Applying transformations
If you can handle these, you are already halfway, to mastering Inkscape for SOP templates.
My Personal Journey
Inkscape is not just for fancy logos. It is a powerhouse for creating professional documents. During the COVID period, I deliveredhundreds of pages of medical-related presentations using Inkscape. The results? Razor-sharp. Something I could never quite achieve, with PowerPoint or LibreOffice Impress.
Eventually, I started using Inkscape for drawing workflows based on the BPMN standard. With Inkscape, I had total control over every shape and position. No more wrestling with clunky diagram tools. The results were unmatched. I developed a collection of SOP documents using a standardized screen template featuring workflow diagrams and, sometimes, descriptions. Since these documents often had multiple pages, I needed to design my own cover.
One day, I was asked to create a competency matrix for my department. That is when I took things to the next level. I designed a custom A4 header. I adapted my screen cover for A4 paper and had an epiphany: this matrix could also map ISO elements. It was a game-changer, helping me understand the entire process flow better. From there, I created an ISO element matrix document with a polished header. Making these forms from scratch became second nature.
Eventually, I cranked up the difficulty again. I started using Inkscape for formal internal SOP documents related to ISO. If you are wondering, “Is that even practical?” The answer is yes. This series will walk you through the process, starting from the cover page and working through headers, workflow diagrams, and ISO 9001:2015-specific elements.
Preview
Sharing is caring.
Here is a sneak peek at the final product:
And yes, I am sharing the Inkscape source files for each step.
Why Inkscape over Word Processors?
Why bother with Inkscape when word processors exist? Glad you asked! Here are my reasons:
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Shape alignment is a breeze: Inkscape makes aligning shapes easier than MS Word or LibreOffice Writer. And forget about Excel or Calc. They are not exactly image-friendly.
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Diagram-heavy documents? No problem: If a document is packed with diagrams, Inkscape beats LibreOffice Draw hands down. It is faster, cleaner, and less frustrating.
If your document is mostly text, like meeting minutes (MoM), a word processor is still the better tool. But if you know the document will be brimming with diagrams, Inkscape is my go-to choice.
Of course, there is a catch. Only I can easily edit these Inkscape files, which is a little blessing and much like a curse. But hey, I enjoy working this way, and no one else cares what tool I use as long as the document gets delivered.
When it comes to serious reports, Inkscape is my weapon of choice.
1: Cover for Screen Document
If you work with a lot of documents, chances are you are so focused on the content, that you forget about the cover. It is like writing a best-selling novel, and using a plain white page as the cover. Functional, but not exactly inspiring.
I used to be the same way. I had a bunch of documents but never a nice cover. So one day, I decided to create a few original covers for general-purpose documents. Most of them were, well… not great (I am no artist). But I did end up with one that was good enough to share with you.
My goal is that, by the end of this article, you will be able to create your own cover. But if you want to use this one directly, go ahead. I will not judge.
SVG Image Source
Multi-Layered Goodness
I have prepared an example cover for you, so you do not have to start from scratch.
This document uses multiple layers. You can experiment by turning layers on and off using the eye icon. It is like peeling an onion, except no tears, just design choices.
Page Ratio
Most of my screen documents follow these aspect ratios:
- Official Presentations: 1600px × 900px
- Rectangle Scratch Pad: 1000px × 1000px
- Random Sizing for Content Fitting
The rectangle is my starting point, a digital scratch pad where I sketch ideas. Over time, I stretch it horizontally or vertically to fit the diagram. Once done, I embed the final result into my official presentation.
Sometimes, I need a quick, informal visual explanation for my colleagues, and I do not have time to package it into a proper presentation. For example, here is my early accounting proposal:
Yes, this is the actual PDF I sent. No fancy formatting, just raw information, and my colleagues understood it perfectly. That is the beauty of flexible page sizing: it is all about getting the message across.
Page Setup
Let’s start with rectangle of 1500px x 1500px.
Now, fill the background with a rectangle of the same size (1500px × 1500px). This gives you a solid starting point.
Next, create a guidance layer to divide the page into three equal regions: top, middle, and bottom. Each region should be 500px in height and 1500px in width. Use a color other than white so you can easily see the guidance marks.
Having clear sections helps you organize information logically. It is like setting up a bookshelf. You would not just toss books in randomly (unless you enjoy chaos) A structured cover makes the content feel more polished and professional.
1: Hexagonal Shape
You can use any shape to fit your needs. I tried a hexagonal design, and it worked surprisingly well. Maybe I should experiment with other shapes later, but for now, hexagons rule.
Background
Let’s start with a simple background. Create a 300px-wide rectangle and place it right in the center of a 500px-wide rectangle. Think of this as the stage where your fancy hexagonal elements will perform.
Hexagonal Shape
Now, let’s make a diamond shape with a 500px height and 900px width. We will round the corners slightly using the Add Corners LPE tool to make it look smoother and friendlier. After all, no one likes getting poked by sharp edges.
Next, duplicate it to create smaller versions:
- [w: 770px, h: 400px]
- [w: 640px, h: 300px]
- [w: 510px, h: 200px]
- [w: 380px, h: 100px]
With these five shapes stacked on top of each other, set them all to 50% opacity and assign a different color scale to each one. This layering effect adds depth and makes your design more dynamic.
You can experiment with different shapes as well. Maybe try a triangle? A pentagon? A totally chaotic, freeform blob? No rules here.
Shape Rotation
To make things even more interesting, let’s rotate each shape at different angles:
- Start by applying a -30° rotation to all shapes, except the biggest one.
- Keep applying -30° rotations to the smaller shapes in sequence.
- Feel free to try different angles. Go wild!
Now, let’s add effects to make our design pop! Try a drop shadow or a glow effect for extra flair.
You can always try other variations. It’s all about experimenting and finding what looks best.
Photo Clip
Now, let’s add an image inside our shape. Here’s how:
Duplicate one of the hexagonal shapes. This will be used for the photo clip.
Duplicate again. This one will be used for the hard shadow.
Apply a drop shadow effect with the following settings:
- Blur: 10px
- X-Offset: 5px
- Y-Offset: 5px
- Outer cutout only
Now, take the original shape and use it for the photo clip.
Place the photo behind the shape, select both, and apply the clip function.
And there you have it. Your hexagonal masterpiece is complete! Also, the cat is staying. No further discussion.
Because Everything Looks Better with a Cat
1: Information Text
Let’s build this layer by layer, just like a well-structured cake, but with fewer calories and more vector precision.
Guidance
First, define a guidance region, where our text should sit neatly on the page. This is like drawing a parking space before trying to fit the car in.
Text
Now, add the text or any line attributes within that region. Keep it clean and structured. Think of it as the blueprint for your message.
Once you’re happy with the text, hide the guidance layer. Now, only the necessary text remains visible, keeping your design tidy and professional.
A well-placed text section keeps your document readable and visually appealing. Think of it as the difference between a well-organized bookshelf, and a chaotic pile of books.
1: Left Decoration
Time to add some flair! A little decoration goes a long way in making a document look polished.
I stacked three shapes, all based on rectangles, but with the bottom right corners adjusted for variation. To give it depth, I set the opacity to 50%, and used a different color scale for each shape.
To make the edges look smoother, I applied the Add Corners LPE effect. Because sharp corners are great for paper cuts, but not for aesthetics.
Finally, I added a subtle drop shadow, using a previously created filter from the filter editor. Shadows make objects pop, and we want this design to stand out!
Simple decorations add visual interest without overwhelming the content. It’s like accessorizing, subtle touches make a difference.
1: Logo
Now, let’s put the cherry on top. Adding the logo in the top right region. A well-placed logo gives a professional and branded look.
I also applied a drop shadow, using the available filter from the filter editor. Even a logo likes a little dramatic lighting.
Now, show all layers but hide the guidance. And voilà ! The cover is ready for use with the screen template.
A properly placed logo ensures brand recognition, and makes the document look official. It’s the difference between a polished design, and one that looks unfinished.
2: Cover for A4 Paper
I set up an A4 paper, then copied all the layers from the previous SVG into this new document. Of course, that meant adjusting sizes and positions. Remember this, what worked for a screen template, won’t always work for a printed page. Think of it as resizing your favorite hoodie to fit your cat. It takes some tweaking.
SVG Image Source
Multi-Layered Magic
I’ve prepared an example cover for you, so there’s no need to reinvent the wheel. Uunless you really want to, in which case.
Go wild! Wild is good for design.
Result
After some color fine-tuning, and text adjustments to suit my needs, this is the final result:
Did I ever print it? Nope. But it looks fantastic as a PDF, and sometimes that’s all that matters. If you’re more of a “physical copy” person, go ahead. Print it and let me know how it turns out.
Again, this is just one approach to designing a cover. Feel free to create your own, especially if you enjoy spending hours perfecting details, that nobody but you will notice. Trust me, it’s worth it.
What is Next 🤔?
A cover is great, but let’s be honest, it’s what’s inside that really counts. Now, we need a proper page layout and document content template. We’ll start with something fun: flowchart diagrams.
If you’re curious (and you should be), keep reading: [ Inkscape SOP Docs - Diagram ].