Best way to use the Document Shape

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wishes

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What is the best way to use Document shape in Visio and flow diagrams in general? I have seen some diagrams where the document shape is used as a step in the workflow like “Create a work order”. while others will use it as an input or output to the step, like they will include a process step of “Plan route” and make a document shape like "route" as an output from this step. So could anyone advice which approach is better or the correct one?
 

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