Create sequences of actions to allow you to facilitate approval processes and assign them to multiple streams of data to assist in getting approval functions quickly. This enhances productivity and efficiency.
For easy searching of a specific workflow, use the “Search” selection.
To edit a workflow, use the edit option available.
To view the actions within a workflow, use the view option available.
To delete a complete workflow, select the workflow and delete.
Note: A Workflow cannot be deleted while there are unprocessed objects within it.
To cancel any action at any given point, simply select the cancel button to return to the previous field.
Use the filter option available for each item for easy searching.
1) Create and Manage a workflow
Navigate to the Workflow Manager tab on your dashboard.
Select Add, enter in the workflow name, and select the responsible Agent for the entire workflow.
Once complete, select update.
To manage the steps within the workflow, select the view icon
Select the add button, choose the display number where you would like this step to appear in the workflow, choose the responsible agent for this step and lastly select the type of step this needs to be.
It is critical to ensure that you have your steps correctly set up because this is the workflow in which the approval actions will happen.
In the grid display, you can select multiple variations of approval steps, thus including single users, specific role types, appointment types or entire user groups.
Note: You can select multiple responsible agents per step in the workflow too. For example, this means that you can have more than one person or user group that make up step one of the workflow.
Use the toggle switch to indicate if the project manager needs to be included in the specified workflow step notification group. If it is switched on for the project manager this will mean that the Project manager will make up part of the step of approval.
Note: It is important to remember that if there are multiple users in the approval step, not ALL users need to approve the step, ONLY ONE person from the approval step need to approve.
Approval: Requires the User to Approve or Reject the item submitted to the Workflow.
View: Requires the user to acknowledge the User to view/ acknowledge that they have viewed the item.
Your steps will display in accordance with the step set up
Once your workflow is set up, you will be able to view the number of steps in the workflow displayed in the first grid. It can now be assigned to individual Pack Items, full Packs (per linked Service Provider) and Projects.
2) Approve Objects
To complete Workflow actions select approve objects.
All objects subjected to a workflow will be displayed within the Approve Objects tab PER USER as indicated in the relevant workflow step.
The current step, type of action required, and type of Object is displayed in the workflow submissions grid, along with the Company and Project names.
To approve the object, select the view icon to open the document. The current step will be highlighted in bold text. Once that particular action has been completed the object will move to the Agent stipulated in the following workflow step.
Note: Once the final approval has been complete, the object will no longer appear in any “Approve Objects” Tab under ANY User login.
- Click on the approve document button to move the object to the next step.
- Click on the reject document button if the object does not meet the requirements
Note: A reason for rejection is required to inform the Service Provider what actions need to be taken to rectify this.
3) Transfer Workflow
Search and select the applicable workflow.
Click on the individual that needs to be deleted from a workflow.
Note: This function will only be applicable to workflows that have objects pending action.
On selecting the delete button, a pop-up message will appear asking you if you would like to transfer the workflow.
When selecting yes, use the dropdown selection to reassign the workflows to the required individual.
Secondly, select the workflows that need to be assigned to the individual and select the arrow to the right to move the workflow to the selected individual.